Adding, Modifying and Deleting Roles

Before teachers may be assigned to roles, eg as teachers of a class, each school must add its roles and grant permission levels to each of these roles.

In addition, from time to time, roles that have been added may need changing:

•	The permissions may need to be modified.

•	Additional teachers need to be assigned to school roles.

•	Teachers removed from school roles, eg when they leave.

These tasks are undertaken from the Security window, available initially only to the person who was assigned to the automatically created school role of Administrator when the database was created. Thereafter, only those with a school role with Administer System permissions may access this window.

The deletion of roles is only allowed if a teacher has never been assigned to the role, in any academic cycle in the database.

Overall, the procedures for adding new roles are similar. However, there are some extra steps that must be followed in the case of school roles. Therefore, the steps below diverge and you must follow those appropriate to school roles or all other roles:

•	Go to the Tools menu and select Security.

•	In the Security window, click the tab for the type of role you wish to add.

Set SecurityStep1

Note that, in the case of the School Roles tab, a role of Administrator will already exist.

•	In the tab of the role type required, click the Add icon at the bottom of the role pane.

Set SecurityStep2

•	For a school role:

➢	In the middle panel of the School Roles tab, enter a name for the role.

This may be up to 80 characters long and use any characters.

Set SecurityStep3

➢	Click the Permissions checkboxes that are to apply to the role, hovering over a permission to reveal a tooltip informing you of the meaning or extent of access of the particular permission.

Set SecurityStep4

➢	If the teachers for the school have already been added to the database, assign teachers to the new school role as follows:

®	At the bottom of the panel on the right, click the Assign teacher to school role icon.

®	In the Select teachers to add window that appears, find and select the teachers that you wish to add to the role. Standard procedures for finding and selecting teachers may be used.

®	At the bottom of the selection window, select the cycle that determines the life of the role assignment.

In most cases it will be perpetual, unless you want a particular teacher to only have access for a definite period of time, eg the current year. Otherwise, you will need to reassign the role each cycle.

Set SecuritySelectTeachers

®	Click the OK button to add all of the selected teachers to the particular role.

➢	Add further school roles and/or assignments of teachers to roles, as required.

➢	Save the Security window by clicking the Save icon in the toolbar or pressing Ctrl S.

•	For a subject role, class role or a cohort role:

➢	In the right hand panel of the selected Roles tab, enter a code for the role.

You may use alphanumeric characters or underscore, up to four characters long, eg TCH, TCH1, HGT, SCO, YLCO, etc.

➢	Enter a name for the role, using any characters, up to 40 characters in length, eg Teacher, Teacher 1, Home Group Teachers, Subject Coordinator, etc.

Only one teacher may be assigned to each role in subjects, classes and cohorts. Therefore, where more one than teacher needs to be added to a subject, class or cohort, you must set up multiple roles. Each of these roles within the one role level must have a unique code and name.

For example, if you have some classes taught by two teachers, you need to set up two class roles. You cannot code or name the roles the same. Therefore, you cannot have the name Teacher twice, but must assign unique names such as Teacher 1 and Teacher 2, to codes TCH1 and TCH2, perhaps.

Set SecurityStep8

➢	A default set of Permissions will be checked. Make any changes to these, if required, hovering over a permission to reveal a tooltip informing you of the meaning or extent of access of the particular permission.

➢	Add further roles for this and the other role types, using the same steps.

➢	In the case of roles in the Teacher Roles window, where more than one has been added, move the roles into the required order by:

®	Clicking the role you want to move.

®	Clicking the appropriate one of the Move up or Move down icons until the role is in the required position.

The order that the class roles appear in the Class Roles tab is the order that they will be organised in the Welcome Screen, when a teacher has more than one class role.

Set SecurityStep9

➢	Save the Security window by clicking the Save icon in the toolbar or pressing Ctrl S.

➢	Teachers may now be assigned to the roles via the appropriate subject, class and cohort windows, or they may be added to their roles when importing CSV files of these entity types.

If a change needs to be made to a role that has already been added, eg to change role permissions:

•	Go to the Tools menu and select Security.

•	In the Security window, click the tab for the role type you want to change.

•	Click the name of the role in the role pane.

Set SecurityMod1

•	Change the details of the role, as required:

➢	The code, in the case of all except roles in the School Roles tab.

➢	The name of the role.

➢	The permissions assigned to the role, ie check new permissions to be assigned or deselect boxes already checked to remove permissions.

Set SecurityMod2

•	To add extra teachers to a school level role:

➢	At the bottom of the panel on the right side of the School Roles tab, click the Assign teacher to school role icon.

Set SecurityMod3

➢	In the teacher selection window that appears:

®	Find and select the teachers that you wish to add to the role using standard procedures for finding and selecting teachers.

®	Select the cycle that determines the life of the role assignment.

Set SecuritySelectTeachers

®	Click the OK button to add all of the selected teachers to the particular role.

•	Save the Security window by clicking the Save icon in the toolbar or pressing Ctrl S.

•	Subject, class and cohort teachers may now be assigned to their roles via the appropriate subject, class and cohort windows, or they may be added to their roles when importing CSV files for these types of entities.

Although you may change the code of a subject, class or cohort role, it is not recommended that you do so, except if an error was made early in the setup of a new Accelerus database.

If you do, problems may occur with templates that refer to any of the roles, as these use the codes assigned, eg when inserting fields for the name of a teacher in a report. Also, any analyses you may have created that refer to any roles will also not work.

Roles may be deleted if added in error or, in the case of a school role, no longer needed, as long as a teacher has not been assigned to the role at any time in the database.

To delete a role:

•	Go to the Tools menu and select Security.

•	In the Security window, click the tab for the role type you want to change.

•	Click the name of the role in the role pane.

Set SecurityMod4

•	Click the Delete icon in the bottom of the roles pane.

Set SecurityMod5

•	If the role may be deleted, ie a teacher has not been assigned to the role, a red line will appear through the role.

Set SecurityMod6

You may:

➢	Click the Save icon or press Ctrl S to delete the role permanently.

➢	Click the Reinstate icon to remove the deletion flag from the role.

•	If the role cannot be deleted, click OK on the message that is displayed.

You will need to remove the teachers from the role before you can delete it.

Set SecurityMod7

To remove teachers from a school role, eg if added in error or the teacher has left the school or should no longer be in the role:

•	Go to the Tools menu and select Security.

•	In the Security window, click the School role tab.

•	Click the name of the role from which you want to remove teachers in the role pane on the left.

•	Select rows of the teachers to be deleted and then click the Delete teacher assignment icon in the bottom of the right pane, which will mark the selected rows for deletion.

•	Enter selection criteria in the Filter field to find particular teachers and then select the ones you wish to delete.

•	Click the Delete icon.

Set SecurityMod8

•	Click the Save icon or press Ctrl S to permanently delete the teacher assignments.

•	Remove the Filter text to redisplay all remaining teachers in the fole.

•	Once all teachers have been removed from a particular school role, the role may be deleted if required.