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Student Life: Using Roles to Control User 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.

Roles determine what users can and cannot do in J1 Web. Each role has specific permissions that make features and information available for the users assigned to that role. Jenzabar provides standardized "role templates" for each hub. These templates can be copied and customized to create new roles with varying permissions to control different levels of access. For example, your school may set up roles according to your school's organizational or departmental hierarchy. Multiple users can be assigned to a role and a user can belong to multiple roles.

Notice

Addy is a student who works as a Resident Advisor for Student Housing. She will need to be able to check students in to their residence bedrooms, but she should have limited access to student information. You can create a custom role based on the Student Life RA role that allows Addy to do her work but restricts her access to student data.

An IT or System Administrator will need the System Administration Manager role. This role allows them to manage global system settings, users, and roles.

Tip

Depending on your school's J1 Web configurations, J1 Web can interact with other products including J1 Desktop and your Campus Portal. Permissions established in those tools are honored in J1 Web. For example, if Addy has limited access to queries in J1 Desktop, she will have limited access to them in J1 Web as well.

Jenzabar provides several module-specific roles for Student Life.Student Life Roles and Permissions

Note

Customizations made to standard roles will be lost when a product update is installed. Create custom roles based on the standard ones provided and then tailor the permissions and assigned users as needed.

System administrators and module managers with the appropriate role permissions can create new roles or copy standard roles and customize their privileges. Permissions associated with the custom roles determine the levels of access that users assigned to the role have within J1 Web. There is no limit to the number of roles your school can create. For more information, see the System Administration online help.

Tip

Remember that each of these roles may be copied and modified to create custom roles.

Student Life Module Manager

The Student Life Module Manager role is intended for the user who initially sets up J1 Web Student Life and assigns other users to their roles. Users in this role can create and manage roles, create and manage sessions, hire staff and assign them to zones, and set up and manage student housing applications and processes. This role contains the most functionality of any of the default roles. We recommend limiting the number of users with this level of authority.

Users in the Student Life Module Manager Role can:

  • create roles and assign users to roles

  • modify permissions associated with roles

  • view and edit Residence Life Settings

  • view student health group information

  • create and delete sessions

  • edit session overview and details

  • add and remove staff

  • create and edit assignment and duty zones

  • view and edit roommate and room assignments

  • designate residence bedrooms as staff bedroom

  • submit incident reports

  • manage check-in and check-out process

Residence Life Administrator

The Residence Life Administrator role includes the ability to create and manage sessions, hire staff and assign them to zones, and set up and manage student housing applications and processes. This role has robust permissions; we recommend limiting the number of users with this level of authority.

Users in the Residence Life Administrator role can:

  • view and edit Residence Life Settings

  • create and delete sessions

  • edit session overview and details

  • add and remove staff

  • create and edit assignment and duty zones

  • edit hire status and role

  • view and edit roommate and room assignments

  • designate residence bedrooms as staff bedroom

  • manage maintenance requests

  • manage the check-in and check-out process

  • submit incident reports

Student Health Administrator

The Student Health Administrator role is intended for users whose responsibility is to manage information related to student health information. This role may include tracking compliance with required immunizations or physicals and being able to access important medical information in case of emergency. This role should be limited to users familiar with HIPAA policies who protect sensitive student information.

Users in the Student Health Administrator role can:

  • create and manage health codes

  • create and manage health groups

  • view and edit health group student rosters

  • view and update student health insurance information

Tip

Remember that users may belong to multiple roles. Your Residence Life Administrator may also be assigned the role of Student Health Administrator.

Student Life Residence Director (RD)

This role is intended for a user who is responsible for overseeing a particular residence building, and may oversee student RA’s.

  • Can view sessions

  • Can submit incident reports and edit their own reports

  • Can view and manage maintenance requests

  • Can manage check-in and check-out process

Student Life Residence Assistant / Advisor (RA)

This role is intended for a user who is responsible for overseeing a particular subset of students in a residence building. Usually reports to an RD.

  • Can view sessions

  • Can submit incident reports and edit their own reports

  • Can view and manage maintenance requests

  • Can view HIPAA and FERPA information

  • Can view and manage resident check-in

Vehicle Administrator

The default Vehicle Administrator role is for administrative users who are responsible for managing vehicle incidents and violations.

Users in the Vehicle Administrator role can:

  • Create and edit vehicle-related definitions.

  • Submit and edit general and restricted vehicle incident reports.

  • View, edit, and apply sanctions to general and restricted vehicle incidents.

  • Generate charges for general and restricted vehicle incident sanctions.

  • Manage vehicle registrations and settings.

Student Activities Administrator

The default Student Activities Administrator role is for administrative users responsible for managing activities and activity rosters.

Users in the Student Activities Administrator role can:

  • Create and manage definitions, including activities, activity types, activity seasons, sport/activity details and levels, participant types, staff positions, and roster statuses.

  • Manage blocks on the Student Activities Administration hub.

Student Activities User by Activity

This role is intended primarily for coaches who need to manage staff and student rosters. The features that users in this role have access to reside primarily in the Student Activities Administration Hub and Student pages.

Users in this role can view and manage activity seasons, including associating years/terms, student rosters, and staff positions to the season. They can also remove students from activities.

Note

This role includes an Associations tab that allows role administrators to control the user's access to specific activities. For example, coaches can be given access only to the sports they work with and not to non-sports activities (such as student government or Greek organizations) or sports they aren't involved with.

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 add roles as the need for more granular control of information arises. This approach allows module managers and system administrators to easily manage large teams with varying needs.