Using Advising Administration Roles to Control Access
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.
Using Roles to Control User Access
Roles determine what users can and cannot do in J1 Web. Each role has specific privileges to different features and information available to those users assigned to it. Jenzabar provides standardized 'default roles' for each module. Use these default roles as templates that can be copied and tailored to create new roles with varying permissions to control different levels of access. For example, you can set roles up according to your school's organizational or departmental hierarchy. Roles can have multiple users assigned to them and a user can belong to multiple roles.
Notice
For example, Joe Smith is the English department head and needs to review course load and retention information for those students who are majoring or minoring in English. You can create a custom role based on the Department Head role that allows Joe to see this information, but restricts his access to features only an advisor needs such as clearing students to register or performing registration approval.
In addition to these roles, Jenzabar provides a J1WebADMIN user and unrestricted user mode that allows system administrators to perform all actions.
Note
Depending upon your configurations, J1 Web can interact with other products including J1 Desktop, Jenzabar Retention, and JICS. Permissions established in those tools are honored in J1 Web. For example, if Jane Smith has limited access to at-risk students in Jenzabar Retention, she will have limited access to them in J1 Web as well.
Default roles are provided by Jenzabar and control access to both common and module-specific features.
Common roles include:
J1 Web User role that all users belong to in order to access basic Web features
Common roles that control access to system administration and facilities features
Module-specific roles are associated with the modules your school is licensed to use. These roles control access to module-specific features and information.
Note
If you customize a default role, those changes will be lost any time that a product update is installed. Instead, create a custom role by copying a default role, and then tailor the permissions and assign to users as needed.
Custom roles are ones your school's administrators or module managers create. They are based on default roles, but with a custom name and the unique permissions you choose. Schools can use custom roles to set up several levels of user access. There is no limit to the number of roles your school can create.
Note
Joe Smith is the track coach and he needs to review course load and retention information for students on his track team to ensure they aren't overloaded for the semester. You can create a custom role based on the default academic advisor role that allows Joe to see this information, but restrict his access to the features an advisor needs such as clearing students to register or performing registration approval.
There are almost unlimited ways for setting up roles and permissions. Jenzabar recommends establishing a few roles with basic permissions to perform general operations and adding roles as the need for more granular control of information arises. This approach allows your school to easily manage large teams with varying needs.
No, you can create as many roles as your school needs. You may want to create several variations of the same role to control access to information.
No, these roles cannot be deleted. Any new role that you create will be based on a default role. If you don't want to use a default role, don't assign any users to it.
Yes. You can edit a default role, but if you make any changes they will be overwritten (lost) when there is a new update installed. However, if you create a new role by copying a role, then your customization is not lost when a product update is installed.