This article details the specific platform roles and system notifications across Planning & Self-Study (PSS), Program Review, Strategic Plans, and Accreditation Self-Studies. Leads and Administrators receive role assignments matching their organizational tier, which triggers targeted notifications when actions like plan submission or review completion occur. For Accreditation Self-Studies, the system applies unique viewing and notification parameters tailored to Contributors, Administrators, and Assignees.
Within Planning & Self-Study, Program Review, and Strategic Plans, the system accommodates two primary roles: Contributors and/or Leads, and Administrators.
Leads: System Administrators first register these users as contributors in the core People file. Following profile generation, administrators assign them as leads within the Organization Management, Plans, or Program Review modules. The exact tier of the assigned organization dictates where the lead sits within the hierarchy and bounds their viewing permissions.
Administrators: The system maps these users via the core People file. Their primary organizational association governs what data elements they can view across the institutional hierarchy.
Planning Matrix
Notification
Notification Content
Who Receives it?
Trigger for Notification
Measure Data Request
Link to the submission form for relevant data fields
Faculty assigned to the course section (provided enrollment data is active)
The system transmits automated emails to faculty when an administrator activates Plans as a data collection method.
New Lead Welcome
Direct link to the active Plan
The specific Lead assigned within the Plan module
An administrator assigns a Lead to a distinct Plan within the system structure.
Plan Published
Direct link to the active Plan
All Leads and Administrators operating within the same Organization tier or placed higher in the hierarchy
An authorized user triggers the Publish Plan status choice.
Plan Submitted
Direct link to the active Plan
All Leads and Administrators operating within the same Organization tier or placed higher in the hierarchy
A configured user completes a formal plan submission step.
Tagged in a Comment
Direct link to the specific Comment entry
The specific Lead or Administrator mentioned in the entry
An active user tags a staff member inside a submitted plan comment block.
Reviewer Assigned to Review
Direct link to the structural Review panel
The selected Lead or Administrator tasked with rubric evaluation steps
An administrator assigns a staff member to evaluate a plan using structured rubrics.
Review Due Date Reminder to Reviewer
Direct link to the structural Review panel
The selected Lead or Administrator tasked with rubric evaluation steps
The evaluation window approaches its configured deadline date.
Table 1: Notification rules and automated triggers for the Planning module.
Program Review Matrix
Notification
Notification Content
Who Receives it?
Trigger for Notification
New Lead Welcome
Direct link to the associated Program Review record
Leads linked within the Program Review module
An administrator completes a Lead assignment inside the Program Review workspace.
Program Review Published
Direct link to the associated Program Review record
All Leads and Administrators managing the corresponding Organization unit
An authorized team member changes the configuration status to Publish Program Review.
Program Review Report Submitted
Direct link to the associated Program Review record
All Leads of the organization alongside Institution-tier and root-tier administrators
A local owner engages the Submit Program Review action button.
Reviewer Able to Write Feedback on Report
Direct link to the dedicated Feedback Form layout
The designated Lead or Administrator cataloged as an active Reviewer inside the system workflow
The system establishes the Feedback Flow pathway following a successful Program Review submission.
Feedback Due Date Reminder to Reviewer
Direct link to the dedicated Feedback Form layout
The designated Lead or Administrator cataloged as an active Reviewer inside the system workflow
The Feedback Flow timeline reaches its programmed milestone reminder date.
All Report Feedback Stages Complete
Direct link to the associated Program Review record
The specific Administrator who generated the initial Feedback Flow parameters
Every assigned Reviewer completes and submits their evaluating forms.
Table 2: Notification rules and automated triggers for Program Reviews.
Strategic Plans Matrix
Notification
Notification Content
Who Receives it?
Trigger for Notification
Tactic Assigned
Direct link highlighting the associated Strategic Priority, Goal, and Tactic
The Lead tracking under the Organization unit where the operational tactic sits
An administrator publishes a Strategic Plan down to an organization tier or assigns a localized tactic to that structural unit.
Table 3: Notification rules and automated triggers for Strategic Plans.
For Accreditation Self-Studies, the system processes tasks across three specialized user roles: Contributors, Administrators, and Assignees.
Contributors: Administrators assign these staff members to explicit sub-sections of a Self-Study report. These users can access and evaluate only the specific sub-sections matching their assignment profile.
Administrators: Profile mapping occurs within the primary Overview panel of a Self-Study (alternatively, the initial report creator inherits this role automatically). These users retain full visibility across the entire document layout. The platform auto-assigns all top-tier institutional administrators as Self-Study Administrators at report creation, though team leaders can manually remove them if necessary.
Assignees: Assignment fields reside inside the Overview/Manage Evidence sections of a Self-Study. These staff members retain exclusive tracking privileges over the exact evidentiary records linked to their credentials. A user profile must already hold either a Contributor or an Administrator role designation to become eligible for Assignee status.
Accreditation Self-Studies Matrix
Notification
Notification Content
Who Receives it?
Trigger for Notification
New Admin Welcome
Direct link to the active Self-Study profile
The newly configured Administrator linked to the project file
An existing manager links a new Administrator profile to the Self-Study.
New Contributor Welcome
Direct link to the target report subsection
The newly configured Contributor linked to the project file
An authorized user maps a new Contributor profile to an active report section.
Status Change - Narrative
Direct link to the modified sub-section
The assigned Contributors linked to that section alongside the structural Self-Study Administrators
A collaborator saves a formal workflow status change inside a report sub-section.
Tagged in a Comment
Direct link to the specific comment segment
The targeted Contributor or Administrator mentioned inside the dialogue panel
A report user directly mentions a colleague inside a workspace comment string.
Assigned Evidence
Direct link to the loaded evidentiary data record
The designated Assignee connected to that repository asset
An administrator completes a digital evidence assignment rule targeting that user.
Table 4: Notification rules and automated triggers for Accreditation Self-Studies.