As access requirements evolve at your institution, you may find that the default security roles in Faculty Success do not cover every scenario. This article is a reference guide for Administrators covering the most common non-default security roles, organized by the type of access they provide. To request changes to an existing role's permissions, or to create a new role, submit a General Work Request. For guidance on reviewing your current roles, see Reviewing and Creating New Security Roles.
Standalone Role Add-Ons
The roles in this section are configured to extend one permission each. They are added to an existing user account, in addition to the Faculty role, or created as standalone roles assigned directly to specific users. They are designed as extensions of a user's base role.
Data Entry Enhancements
These roles give users access to tools that assist with entering and importing data into their Faculty Success profile.
CV Import
The CV Import tool allows users to upload a CV document (.doc, .docx, .odt, or .rtf) and parse its contents into the appropriate activity screens in Faculty Success. Access to this tool is controlled by the CV Import permission. There are three ways to configure this access depending on your institution's needs.
Adding CV Import to an existing role: To give all users assigned to an existing self-scoped role, such as the Faculty role, access to CV Import, submit a General Work Request to add the CV Import permission to that role. Once the work request is completed, all users assigned to that role will have access to the tool. For a guide on reviewing your existing roles, see Reviewing and Creating New Security Roles.
Creating a standalone self-scoped CV Import role: If you prefer to grant CV Import access only to specific users rather than an entire role, you can request a standalone CV Import security role. This role is self-scoped, meaning users assigned to it can only use the tool to import data into their own account. To create this role, submit a General Work Request specifying the creation of a standalone CV Import security role. Once created, you can assign it to the individual users who need access.
Creating a proxy CV Import role: In some cases, a user needs to perform a CV Import on behalf of another user, such as an onboarding coordinator helping new faculty populate their profiles. This is supported by requesting a CV Import role scoped to an individual or unit level. Submit a General Work Request specifying the scope and the users who will need access. For more information on how the CV Import tool works, see CV Imports.
AI Data Entry
The AI Data Entry role provides access to the AI-assisted parsing feature in Faculty Success, which helps users populate activity screens more efficiently. This role is self-scoped and can only be used by the assigned user for their own account. AI Data Entry cannot be used on behalf of another user. By default, you may not need this role if all users with the Faculty security role should have access to AI Data Entry. This role is only necessary if you want to limit AI Data Entry access to a specific subset of faculty accounts rather than granting it to all Faculty role users.
Reviewer File Access
File Download
Reports in Faculty Success can be customized to include links to files uploaded to activity screens, allowing faculty to attach supporting documentation as part of reviews, promotion submissions, or other processes. Reviewers who receive these reports need specific permissions to open those file links.
A reviewer must have either the Manage Data or File Download permission in their security role to access file links within a shared report. The File Download role is the appropriate choice when a reviewer should not have Manage Data access for the user being reviewed. For example, committee members who are reviewing a faculty member's submission do not require an administrative relationship to that user. This role has an unrestricted scope so that reviewers can successfully open file links across any report shared with them.
Note: To access file links in a report, the reviewer must be logged into Faculty Success in their primary browser before clicking the link. If they click a file link while not logged in, they will be prompted to authenticate first.
Proxy User Access
A proxy security role grants one user the ability to perform specific functions within another user's account. This is commonly used when a faculty member's assistant needs to enter or manage data on their behalf, or when an administrator needs to manage data for a defined set of users. A proxy role can be assigned to a user for as many accounts as needed.
The supported permissions for a proxy security role are:
- Manage Data: Proxy
- Full-Service Reports
- Self-Service Reports
Most proxy roles require only the Manage Data: Proxy permission. Report permissions can be added when the proxy user's responsibilities include running reports, such as generating a Vita, for the users they support.
Individual Proxy
An Individual Proxy role is suited for users who need access to manage data or run reports for a specific set of users, but do not require broader administrative access. This is a common configuration for proxy users who support a small number of faculty accounts. The role can be assigned to as many proxy users as needed and scoped to whichever individual accounts are appropriate.
Note: When an Individual Proxy role is created, it is set up by default with the Manage Data: Proxy permission and access to run the same reports as the Faculty security role, unless otherwise specified in your work request.
Unit or Group Proxy
A Unit or Group Proxy role is appropriate when a user needs proxy access across a college, department, or rank rather than for specific individual accounts. A common example is a faculty assistant who enters the bulk of activities for multiple faculty members within a department. This role grants the proxy user access to manage data for those faculty accounts without giving them the ability to view hidden fields or edit read-only fields, keeping data integrity intact.
Administrative Roles
This section covers security roles used to manage Faculty Success at an institutional level. This includes roles for managing user assignments at the department or college scope, as well as the four default Administrator roles provided with Faculty Success.
Users and Security Roles
In Faculty Success, college and department lists are maintained independently. The association between a college and its departments is established through the users assigned to each. Understanding this distinction is important when configuring security roles that involve the Users and Security permission.
A college-level security role grants a user access to all permissions within that role for their assigned college. However, the departments within that college are not automatically included in the role's scope. This means a user with a college-level role can assign the following security role scopes:
- College
- Self
- Individual
Department is not included in this list. To assign department-level security roles, a user needs the Users and Security permission scoped specifically to the relevant department. To meet this need, a Department Users and Security role can be created containing only the Users and Security permission, scoped to the appropriate department. This role can be configured at any organizational level where department-scoped assignment is needed. To request this role, submit a General Work Request.
Default Administrative Roles
Faculty Success includes four default Administrator roles designed to meet the general administrative needs of most institutions.
Note: If you are implementing Faculty Success for a single unit or college, your instrument will not include the university-level administrative security roles. If you need to grant Work Request submission rights to users on your project team, submit a General Work Request.
University Administrator
The University Administrator role provides full access to Faculty Success, including access to all user accounts across the institution. This role includes the Work Requests permission and access to the "Download Custom Report Security Details" report under View Security Roles, which outlines which security roles have access to each report. Because this role includes Work Request submission rights, it is best practice to assign it to only one user account. This role can only be provisioned to one user account at the campus level.
University Limited Administrator
The University Limited Administrator role has the same permissions as the University Administrator, with two exceptions: it does not include the Work Requests permission, and it does not include access to the Download Custom Report Security Details report. There is no restriction on the number of user accounts that can be assigned to this role.
College Administrator
The College Administrator role provides full access to Faculty Success tools and utilities for a specific college, including the ability to manage user accounts within that college. Users assigned to this role can submit Work Requests on behalf of their assigned college. Because this role includes the Work Requests permission, only one user account can be assigned to the College Administrator role per college. This role does not include access to the Download Custom Report Security Details report available in the Users and Security utility.
College Limited Administrator
The College Limited Administrator role has the same permissions as the College Administrator, with the exception of the Work Requests permission. There is no restriction on the number of user accounts that can be assigned to this role per college.