Access by Connection Role in Student Success
Use the Access by Connection role to faculty and staff to facilitate what they can do in Student Success based on their relationship to a student. Their connection might be as instructor, advisor, coach, residence staff, or student success administrator, for example.
Tip
Don't edit the Access by Connection role directly. Keep it as a pristine template. Instead, make copies of the role to edit and assign user to as suits your needs. For example, if you want different connection types to have different access and permissions, you could make copies and name them like the following:
Access by Connection - Residence Staff: Housing alerts types only; Residence Staff connection type
Access by Connection - Instructor: Academic alert types only; Instructor connection type
Access by Connection - Advisor: All alert types, regular and confidential alerts, too; Advisor connection type
Tip
See the Edit Roles help topic for detailed information on each tab of a role's Edit page and for instructions for managing roles and permissions.
Permissions Tab
The Permissions tab has permissions in two parallel categories: Early Alerts and Confidential Early Alerts. They have equivalent pairs of permissions, but Early Alerts permissions apply only to nonconfidential alerts.
Early Alerts Permissions and Confidential Early Alerts Permissions
Early Alerts | Confidential Early Alerts | Note |
|---|---|---|
Can view alert overviews | Can view alert overviews on confidential alerts | |
Can view alert details | Can view alert details on confidential alerts | |
Can delete attachments | Can delete attachments on confidential alerts | |
Can add attachments | Can add attachments on confidential alerts | |
Can add notes and communications | Can add notes and communications on confidential alerts | |
Can view Student Details tab | Can view Student Details tab on confidential alerts | Users also need access to communications in particular modules, which is granted in the Module Access tab of this Edit Role page. In addition, users need permissions for interactions found in the Communication Management Base role or roles made from it. |
Can view all assignments | Can view all assignments on confidential alerts | Retention Insights is available only to schools licensed for it. |
Can view retention insights | Can view retention insights on confidential alerts | Retention Insights is available only to schools licensed for it. |
Users Tab
The Users tab in every role lets you view, add, and remove users from the role. Users assigned to the role have all the selected permissions in the role.
Module Access Tab
The Module Access tab in every role allows you to turn on or off access to the various modules for communications interactions. For example, if the Registration and Advising modules are selected, the users with that role will be able to use communications (such as notifications, email, and texts) in those modules. (Texts are included in the Communications Plus license.)
Associations Tab
Use the Associations tab to select Alert Types and Connection Types to associate with this role. Users in the role will have the selected permissions only for the selected Alert Types and Connection Types.
Notice
For example, you want a role for instructors to have access only to academic and attendance alerts, and only for students they're connected to as an instructor.
You make an Access by Connection - Instructor role as a copy of the default Access by Connection role.
In the respective tabs, you set the Permissions, assign Users, and select Module Access for communications.
In the Associations tab, you select these Alert Types: Academic, Attendance.
Still in the Associations tab, you then select this Connection Type: Instructor.
How to Select and Turn On Alert Type and Connection Type Associations
Click the Associations tab.
Click the Early Alert group drop-down, and select Alert Type. The Alert Type list appears.
Use the filters as needed to find the alert types you want. The Access filter lets you find alert types that are already turned on or turned off—that is, associated with the role.
Select the checkboxes for the alert types you want to associate with this role.
Click the Options drop-down, and select Turn access on. Your changes are automatically saved.
Click the Early Alert group drop-down again, and this time select Connection Type. The Connection Type list appears.
Use the filters as needed to find the connection types you want. The Access filter lets you find connection types that are already turned on or turned off—that is, associated with the role.
Select the checkboxes for the connection types you want to associate with this role.
Click the Options drop-down, and select Turn access on. Your changes are automatically saved.
User-Defined Forms Tab
The User-Defined Forms tab in every role allows you to select one of the following permissions for the user-defined fields in use:
Can configure UDEF form
Can edit UDEF data
Can view UDEF data
No permissions (default)
FAQ
What happens if I don't select any Alert Types or Connection Types on the Associations tab?
If effect, the users in the role won't have the selected permissions at all. That's because the permissions are granted only for the Alert Types and Connection Types selected in the Associations tab. For example, if you don't select the Behavioral alert type, users in the role
Another way of thinking about it is that all the Alert Types and Connection Types are opt-ins. If you don't opt in to any, the users in the role won't have access to any alerts for any students (unless, of course, they have access through another role they're in, such as Student Success Administrator, Alert Assignee, or Alert Submitter).
Notice
For example, imagine you make these selections:
Alert Types: Academic and Attendance
Connection Types: Instructor
As a result, users in this role will be able to see alerts only of students they're connected to as an instructor. And of those alerts, they'll be able to see only the ones that are Academic or Attendance alert types.