Manage Student Conduct Roles
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Users with the necessary permissions can manage student conduct roles and permissions from within the Student Conduct Administration Hub. When you manage roles in this hub, the list defaults to display only Student Conduct roles, so there's no need to filter the list to find the roles you need.
To access the Student Conduct Roles page, navigate to the Student Conduct Administration Hub page, then select Admin options > Manage student conduct roles from the Hub options drop-down.
To manage student conduct roles and permissions from the Student Conduct Roles page, you must be in the Student Conduct - Director Access by Department role and have all Student Conduct Roles permissions enabled.
All permissions are enabled by default for this role.
From the Student Conduct Administration Hub page, select Admin options > Manage student conduct roles from the Hub options drop-down. The Student Conduct Roles page opens.
The Student Conduct Roles page lists all existing Student Conduct roles, both default and custom. For each role, the list displays the module the role is associated with; the role name; the number of active users assigned to the role; a brief description of the role; and, in the case of custom roles, the role it was copied from.
To filter the list:
Select the checkbox next to one or more filters in the Student Conduct Roles Filter.
Enter or select criteria for each filter.
Click Apply.
To save a filter that you use frequently, select the criteria, click Save as, and enter a name for the filter at the prompt. To make it the default filter, select Set as Default, then click Save.
To create a new Student Conduct role, you'll need to choose a role template to base the new role on, then customize the name, description, and permissions to suit your needs.
On the Student Conduct Roles page, click Create role. The Create Role wizard opens to the first step, Choose Template.
From the Role Template drop-down, select the role you want to base the new role on. The New Role Name and New Role Description fields automatically fill with the name and description of the original role.
In the New Role Name field, update the role name to one that is easily recognizable. The name can be based on how roles and positions are set up at your school and should distinguish how this role differs from the role template.
In the New Role Description field, update the description to distinguish it from the role template you used. You might choose to highlight permissions or features available to users assigned to the role.
Click Save and continue to move to the Define Access step.
Select the checkboxes for the permissions you want to enable for this role.
Click Create role to save the changes and return to the Student Conduct Roles page.
To assign users to the new role:
On the Student Conduct Roles page, select Edit from the Options drop-down next to the role you just created. The Edit page for the role opens.
Select the Users tab.
Click Add to Role. The Add to Role pop-up opens.
Click in the Search Users by Name field, start typing the name of the user to be added to the role, and select from the names that appear.
Note
You can only select active users.
Repeat step d as many times as needed.
Click Add to Role to add the users and close the window. The users are added to the role and immediately have access to the information and features associated with it.
To manage access to modules:
On the Student Conduct Roles page, select Edit from the Options drop-down for the new role. The Edit page for the role opens.
Select the Module Access tab.
In the Access column, click No or Yes to prohibit or grant access to the interactions associated with that module.
To manage access to user-defined fields:
On the Student Conduct Roles page, select Edit from the Options drop-down for the new role. The Edit page for the role opens.
Select the User-Defined Forms tab.
Find the row for the user-defined fields you want to grant or restrict access to. In the Permissions column:
Select No permissions (default) to restrict users from accessing user-defined fields.
Select Can configure UDEF data to allow users to design the user-designed field forms (this option grants view and edit permissions as well).
Select Can edit UDEF data to allow users to enter data in user-defined fields.
Select Can view UDEF data to allow users to view data only. They will not be able to edit or enter data.
On the Student Conduct Roles page, find the role you want to copy.
From the Options drop-down, select Copy. The Copy Role page opens.
The Role Template field automatically shows the name of the default template the role being copied is based upon. This field cannot be updated.
In the New Role Name field, update the role name to an easily recognizable one. The name can be based on how roles and positions are set up at your school, and should distinguish how this role differs from the role being copied.
In the New Role Description field, update the description to highlight permissions or features available to users assigned to the role. The description can help distinguish how the new role differs from the role being copied.
Click Save and continue. The Define Access section opens.
Select the checkboxes next to the permissions you want to enable for this role.
Click Copy role. The Copy Role page closes.
To assign users to the new role:
Select Edit from the Options drop-down. The Edit Role page opens.
Select the Users tab.
Click Add to Role. The Add to Role pop-up opens.
In the Search Users by Name field, start typing the name of the user to be added to the role and select from the names that appear.
Repeat step d as many times as needed.
Click Add to Role. The Add to Role window closes. The users are added to the role and immediately have access to the information and features associated with that role.
To manage access to interactions (using J1 Web Communications):
Module Access codes are loosely based on Desktop's Module Code Stamp. They control who can work with different interactions and workflows. Codes are associated with interactions and workflows when they're defined and created. J1 Web roles can have multiple access codes enabled and users that belong to multiple roles will have access to the interaction codes available with each.
Select Edit from the Options drop-down. The Edit Role page appears.
Select the Module Access tab.
From the Access column, click No or Yes as appropriate to prohibit or grant access to the interactions associated with that module.
To manage associations:
This option applies only to some roles, including Department Head Course Access (Registration), Secondary Advisor (Advising), Student Conduct - Assistant Director Access by Department (Student Life), Student Conduct - Director Access by Department (Student Life), and Student Activities User by Activity (Student Life).
Select Edit from the Options drop-down. The Edit Role page appears.
Select the Associations tab.
From the group drop-down, select the student, course group, or conduct department you want to enable access to. The groups appear.
Note
For example, the Secondary Advisor - Access to Students by Academic Program role has students grouped by certifications, concentrations, minors, and programs. When you select the certifications group, you see a list of available certifications and can enable access to the appropriate ones.
From the Access column, click Off or On as appropriate to disable or enable access to the appropriate groups. Users assigned to the role will have access to constituents or information based on their association to them.
To manage access to user-defined fields.
Select the User-Defined Fields tab.
In the Permissions column for the user-defined field you want to grant or restrict access to:
Select No permissions (default) to restrict users from accessing user-defined fields.
Select Can view UDEF data to allow users to view data only. They will not be able to edit or enter data.
Select Can edit UDEF data to allow users to enter data in user-defined fields.
Select Can configure UDEF data to allow users to design the user-designed field forms (this option grants view and edit permissions as well).
You can edit a custom role's name and description from the list view on the Student Conduct Roles page. To edit permissions, add or remove users, manage module access, and edit user-defined fields, you need to select Edit from the Options drop-down.
To edit the name of a custom role, click the Edit icon next to the name in the Student Conduct Roles list. The name field becomes editable.
Update the name and click Save.
To update the role description, click the Expand icon next to the Module name to expand the list.
Click in the description field and update the description as needed. Use the formatting tools provided to change the font and highlight colors or add bold, italics, or underlining.
Click Save when you are done.
On the Student Conduct Roles page, select Edit from the Options drop-down next to the role you need to edit. The Edit page for the role opens, defaulting to the Permissions tab.
Click the Edit button to make the checkboxes editable.
Select or deselect checkboxes as needed to enable or disable permissions.
Click Save to save your changes.
The Users tab provides a list of all users assigned to the role. You can also add users to the role in this tab.
On the Student Conduct Roles page, select Edit from the Options drop-down next to the role you need to edit. The Edit page for the role opens, defaulting to the Permissions tab.
Select the Users tab. All users assigned to this role are listed in the tab. For each user, the list shows the user's Position Title, ID Number, and J1 Sign In name.
Click the plus icon next to a name to expand the list and see the other roles the user is associated with.
To add a user to the role:
Click Add to role. The Add to Role pop-up opens.
Click in the Search Users by Name field and begin typing the name of the user you want to add.
Select the name of the user when it appears in the list.
To add more users, repeat steps b and c as needed.
When you are done, click Add to Role. The users are added to the role.
On the Student Conduct Roles page, select Edit from the Options drop-down next to the role you need to edit. The Edit page for the role opens, defaulting to the Permissions tab.
Select the Users tab.
Click the Remove icon next to the name in the Remove Access column. The Remove user from role? pop-up opens, reminding you that this user will no longer have access to any of the permissions granted in this role.
If you're sure you want to remove the user, click Yes, remove.
In the Module Access tab, you can enable and disable access to different interaction codes.
Codes are associated with interactions when the interactions are defined and created.
Jenzabar provides interaction access codes based on Jenzabar modules. You can also create custom codes on the Access Codes page. Users who belong to multiple roles will have access to the interaction codes available for each role.
To filter the module list to see only those with access turned on or off, click in the filter field and select With access on or With access off. Each option shows you how many modules have access turned on or off.
To turn access on or off for a single module, click the button in the Access column to change it to the option you want.
To enable or disable access for multiple modules, select the checkbox next to each module you want to update and select Turn access on or Turn access off from the Options drop-down.
In Student Conduct, this option is only available for Student Conduct - Director Access by Department and Student Conduct - Assistant Director by Department roles. Associations allow you to grant users access only to incident reports and cases assigned to specific conduct departments.
On the Student Conduct Roles page, select Edit from the Options drop-down for the role you need to update. The Edit page for the role opens.
Select the Associations tab.
From the Incident / case group drop-down, select Conduct Department or Module.
In the Access column, click On or Off to enable or disable the user's access to a specific conduct department or module.
To enable or disable access for multiple conduct departments, select the checkbox next to each department you want to include, then select Turn access on or Turn access off from the Options drop-down.
On the User-Defined Fields tab of the Edit Student Conduct Role page, you can control permissions for viewing, editing, and configuring user-defined fields (UDEF) across the system. Users that belong to multiple roles have access to the user-defined features enabled with each one.
On the Student Conduct Roles page, click Options next to the role you need to edit and select Edit from the drop-down. The Edit page for the role opens.
Click the User-Defined Fields tab.
Use the Quick Filter to find the user-defined fields you want to manage.
From the Permissions drop-down, select one of the following options:
Can configure UDEF form: Users in this role can design user-defined field forms and inputs. View and edit permissions are also enabled as part of this option.
Can edit UDEF data: Users in this role can view user-defined fields and enter data in them.
Can view UDEF data: Users in this role can see user-defined fields in the system but cannot edit or enter data in the fields.
No permissions: Users in this role cannot see user-defined fields in the system.
On the Student Conduct Roles page, click Options next to the role you need to edit and select Copy from the drop-down. The Copy Role wizard opens to the first step, Choose Template. The Role Template autofills with the name of the role you're copying.
Enter a name for the new role in the New Role Name field. Make sure to use a name that most administrative users will understand and that will distinguish this role from similar roles with similar permissions.
Enter a New Role Description. Make sure the description is clear and will distinguish this role from similar roles with similar permissions.
Click Save and continue to move to the next step, Define Access. The permissions enabled for the copied role are checked by default, but you can change them to fit your needs for the new role.
Select or deselect the checkboxes next to the permissions you want to enable or disable.
When you are done, click Copy role.
Only custom roles can be deleted. Default roles cannot be deleted.
On the Student Conduct Roles page, click Options next to the role you need to edit and select Delete from the drop-down. The Delete this Role? pop-up opens, telling you how many active users are in this role.
If you are certain you want to delete the role, click Yes, delete. The role is removed from the list.
When you delete a role that a user is assigned to, the user receives a message outlining the permissions lost.
You might not have the permissions necessary to manage student conduct roles. Users must be in the Student Conduct - Director Access by Department role and have the following permissions enabled under the Student Conduct Roles category:
Can view roles
Can create roles
Can add and remove user role assignments
Can change what the role can access
Can edit non-default role names & descriptions
Can copy roles
Can change role permissions
Can delete non-default roles