1. Managing Roles and Permissions for Schoolnet Thursday, May 15, 2014 Presenters: Cynthia Crowdus & Kayla Siler

2. Today’s Objectives Updates and Information Role Reminders Examples –Too Many Permissions –Not Enough Permissions Export and Import Role Assignments Questions

3. Updates and Information Two new roles added last week (5/8/14) –Access to Review & Approve Instructional Materials –Access to Review & Approve Assessment Items http://www.ncpublicschools.org/homebase/getting- ready/implementation/category?category=User%20Roles %20and%20Access Presentation and webinar from May 8 will be posted on the Home Base website http://www.ncpublicschools.org/homebase/resources/video s/webinars/

4. Role Reminders Leadership –Add if needed (all other roles are already included for Leadership): Test Item Administrator (if you need to view assessment items) Access to Curriculum Management (if you need to manage curriculum) Staff –Add any of the additional operations as needed based on the responsibility of the individual staff member Teacher –Has all the roles and permissions needed to conduct classes and view student information for his/her own sections –Only add roles if you want a teacher to have access to information beyond his/her sections and students Access for Teachers to Share Assessments (this role is ONLY for teachers)

5. To Teachers vs. For Teachers

6. Roles and Permissions Documents All documents referenced in this presentation can be found at: http://www.ncpublicschools.org/homebase/g etting-ready/implementation/ Under User Roles and Access http://www.ncpublicschools.org/homebase/g etting-ready/implementation/

7. Too Many Permissions?

8. Access To Teacher and Section Level Data If the user is a District Level User, they would have access to ALL student and teacher data across the district If the user is a School Level User, they would only have access to ALL student and teacher data at their school

9. Example 1: Teacher has the additional role of Access to Teacher and Section Level Data

10. Not Enough Permissions Test Item Administrator –Operations include: Create and edit test items for an institution Review item, passage, or rubric This role should NOT be assigned to teachers!

11. Example 2: My role is district level leadership and I want to look at assessment items available in my schools and district. Current Role Assignment:

12. Example 2 (continued): Even with Leadership, a user must have Test Item Administrator to view assessment items. Change needed to Role Assignment:

13. Export and Import Roles Only District Level PowerSchool Administrators have access to export and import roles. Documentation for this process will be added to the website at http://www.ncpublicschools.org/homebase/getting- ready/implementation/category?category=User%20Roles%20and%20Access http://www.ncpublicschools.org/homebase/getting- ready/implementation/category?category=User%20Roles%20and%20Access

14. How to Edit the Export 1.Work with your district PowerSchool Data Administrator to export the Schoolnet roles list from PowerSchool. 2.Open the tab delimited text file. 3.For each existing staff member, enter the appropriate Schoolnet roles using the following format: schoolid:role;schoolid:role. Note that a colon separates schoolid and role and a semicolon separates each pair of schoolid and roles. 4.Save the export file as a tab-delimited text file. 5.Provide the edited file back to you district PowerSchool Data Administrator for import

15. Why is this important? In order to do their jobs, users need the right level of access In order to keep data secure, users need only the level of access required for their jobs –More data is coming in Schoolnet EOC/EOG mClass ACT, PLAN, and EXPLORE CTE Post Assessments

16. Contact Us home_base_ready@dpi.nc.gov North Carolina educators have asked about many of the scenarios in this document. If you have additional roles and permissions that will help you use Schoolnet, please let us know and we’ll work on it.home_base_ready@dpi.nc.gov If you have questions or need help setting up roles and permissions for your LEA/school, please contact the Home Base Support Center at homebase.incidents@its.nc.gov. homebase.incidents@its.nc.gov