Campus Portal Security: Roles
Campus Portal roles control what users can access and do within your school's campus portal (JICS). Jenzabar-provided roles are shown, and you can add and remove users to them. You can also create new roles; however, this only needs to be done when a new base role is added to the Campus Portal and the users assigned to it need access to J1 Web and Desktop information.
Note
The JICS users and roles are maintained in J1 Web and Desktop are sent to JICS using the Data Import Service (DIS).
To access this page, users must belong to the Campus Portal role with the Can manage campus portal security permission enabled.
This page is similar to the Role Definition and Maintain Web Access Code windows in the Desktop. Previous versions of the Desktop included options for managing Campus Portal passwords; however, passwords are now entirely managed in the portal.
Campus Portal role information is managed in the TW_GROUP table.
There are several ways to find a roles:
Click on the column headings to sort roles.
Type a keyword, name, or phrase in the Quick Filters field and press Enter. Any roles with that keyword, name, or phrase appear in the list.
Typically, new roles are only created in J1 Web when a new base role was added to the Campus Portal (JICS) and users in that role need access to J1 Web and Desktop information.
Access the Campus Portal Security page.
From the Campus Portal drop-down, select Roles.
Click the Create campus portal role button. The Create Campus Portal Role pop-up window appears.
In the Portal Role ID field, enter an identification for the role that an be used in J1 Web that will correspond to a role created in the Campus Portal (JICS). Enter up to 15 characters.
In the Description field, enter a brief description to help others determine which role should be used when selecting it in the system. Enter up to 30 characters.
In the J1 Portal Role ID, enter the new Campus Portal (JICS) role ID. This information comes from the administrator that created the new JICS role (JICS roles are managed from the Campus Portal Site Manager, Site Settings, Base roles tab). This ID can be up to 6 characters.
From the Associated with Parent Role drop-down, select Yes or No.
This indicates the role is associated with the Jenzabar-provided Parent role. Parents/guardians are associated with students at your school and granted FERPA permissions in the Desktop (FERPA Permissions window), which control what information they can see. Your school may have created several sub-parent roles in JICS to help manage access to different types of information.
To create another role, click the Save and create another button and repeat steps 4-7. If you're finished creating definitions, click the Create and close button.
Note
Campus Portal role information is created in the TW_GROUP table.
Portal Role ID is saved in the GROUP_ID field
Description is saved in the GROUP field
J1 Portal Role ID is saved in the JICS_GROUP_ID field
Associate with Parent Role is saved in the EX_ASSOCIATED_ROLE_ID field
When a user is added to a Campus Portal role, they can access the pages and features the role has privileges to in your portal.
Access the Campus Portal Security page.
From the Campus Portal drop-down, select Roles.
Find the role you want to add users to.
Click the + icon. Portal user information appears.
Click the Manage Associations link. The Manage Associations window appears.
In the Portal User field, start typing the name of the user to be added to the role.
Note
Only existing Campus Portal users can be added to roles. Campus Portal users can be created on the Campus Portal Security: Users page. For more information, see the link below.
From the names that appear, select the user to be added to the role. You can add multiple users at the same time.
Click the Update button.
When a user is removed from a Campus Portal role, they can no longer access the pages and features the role has privileges to in your portal.
Note
The DIS transfer process removes the role data in JICS.
Access the Campus Portal Security page.
From the Campus Portal drop-down, select Roles.
Find the role you want to remove users from.
Click the + icon. Portal user information appears.
Click the Manage Associations link. The Manage Associations window appears.
Find the user to be removed.
Click the Remove icon next to their name.
Click the Update button. Access to features and information controlled by the role is removed.
Note
Jenzabar-provided base roles cannot be deleted.
Access the Campus Portal Security page.
From the Campus Portal drop-down, select Roles.
Select the checkboxes for the roles you want to delete.
From the Options drop-down, select Delete. The delete pop-up window appears and lists the selected roles in two categories:
Ready to Delete lists roles that can be deleted.
Unable to Delete lists roles that can't be deleted because they're protected by the system. These are typically the JICS Base roles managed by the Campus Portal administrator.
Click the Yes, delete button. The roles are deleted from J1 Web and the delete pop-up window closes.
Note
Campus portal roles are deleted from the TW_GROUP table.
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
The Parent role is provided by Jenzabar to manage parent/guardian access to student information from the Campus Portal.
The person may not have been added as a Campus Portal user or the Campus Portal user was not yet sent to JICS by the Data Import Service (DIS).
Anyone with a NAME_MASTER row can be added as a Campus Portal user even if they are not a J1 Web user. For example, students can be added as campus portal users even though they don't use J1 Web.
They only lose access to the Campus Portal features the role let them access. If they belong to more than one role, they can still access the features the other roles grant access to as well as the base features your school has enabled such a calendar, events, and announcements.
Yes, users can be added to as many roles as needed.
Jenzabar-provided base roles cannot be deleted.
The Campus Portal uses base roles, also known as global roles, throughout the system. Administrators grant these roles access to different pages and features in your campus portal.
Most base roles are provided by Jenzabar. In general, these roles cannot be modified or deleted. Your Campus Portal administrator may create custom base roles.