CIITS Roles & Permissions Webcast 3/30/12

CIITS – Common Problems For the Past Week: 50% Didn’t exist in the system (most had missing or incorrect email addresses, only a couple weren’t found at all), …the previous week a high percentage were those that did not exist at all 40% First time logging in 10% Forgot password  

User ID is E-Mail Address Valid email address must be in Infinite Campus – kyschools.us, ky.gov & education.ky.gov First-Time Users – enter email address and select “first time logging in” System validates email from Infinite Campus records. If successfully matched, temporary password is sent to email Click link in email to complete log-in If not found, error message – verify correct email is in Infinite Campus: Path: Index | Census |People | Demographics |Personal Contact Information

CIITS Sign-in -- screen shot: Select District First-Time Log-on CIITS Sign-in -- screen shot: Select District

First-Time Log-on CIITS Sign-in -- screen shot: Select District Username = email address First time link below password First Time Logging In To CIITS: Click here

Forgot Password? CIITS Sign-in -- screen shot: Enter email address Forgot Password link below password

Who Needs What Access? Functionality within CIITS is defined by user roles. Default Role system roles defined by Infinite Campus Teacher identified from Census – District Assignment Tab -- must have course/section/students to retain Teacher role in CIITS. Leader – Principal & Superintendent – as set up in System Administration Resources. Staff – all others default to Staff. Custom Roles district defined roles - must be set up Considerations before granting: School Level or District Level Access? Student level access? FERPA Is there an Internal process for requesting access?

What are the Default Roles in CIITS? Leadership – Permissioned users can access aggregate report functionality and classroom data. Ex. Superintendents and Principals. Teacher – Permissioned users who are assigned as the teacher of record in IC have access to their students’ information, can access instructional materials/standards, and the ability to create classroom assessments. Staff – Permissioned users have basic access to instructional resources and reporting. This role is given to anyone not deemed leadership or teacher.

What if You Need More Access? You can add custom roles to expand user permissions: Specialist - Gives an individual (Staff or Teacher Role) access to classroom, student-level data and reports Analyst - Gives an individual (Staff or Teacher Role) the ability to see and publish reports and see student information. Assessment Manager – Gives anyone the ability to create/edits tests, manage test windows, etc. Must also have Test Item Administrator role. Test Item Administrator – Gives anyone the ability to see/edit test questions. Materials Approver – Gives anyone the ability to approve instructional materials submitted for wide spread school or district use. Specialist Option for school- or district-level access Works with default role of Teacher or Staff Same access as Leadership role above at either school or district level This role is applicable for those needing full access to CIITS including student-level information EXAMPLES: Assistant Principals, Instructional Supervisors, District Assessment Coordinators Analyst See basic student information at institution level assigned (school or district) See and publish reports from institution level assigned (school or district) NOTE: Applicable for those needing student demographic data only and the ability to create and publish reports Assessment Manager Works with default role of Teacher, Leadership or Staff Create and edit common test items and modify common tests at institution assigned (school or district) Add/update student response options Create test windows and schedule tests View test content Generate student answer sheets Manage student user names NOTE: must have additional role of Test Item Administrator to see test items at permissioned level (school or district) Test Item Administrator Allows the user to see test questions at the institutional  level at which they are permissioned (school or district) NOTE: Aligned with Assessment Manager role Materials Approver Used only for those individuals who are charged with approving new resources/materials submitted for approval at the institutional level assigned(school or district)

Security Model in CIITS Permissions within CIITS are defined by Roles. Role – Identifies what security level user has within CIITS Permissions – define functionality available within each role. Define what you can see an do within CIITS.

Security Model in CIITS Institutional-level access cascades - defined by level. State – Kentucky Department of Education District - If permissioned at this level; ex. Superintendent, you have access to information for all the schools in your district. School - If permissioned at this level, you have access to classrooms in your school only. Classroom - If you are a teacher, you only have access to your students’ information for the classes you teach.

CIITS Demo – dashboard view by Role Leader Teacher Staff Analyst Specialist Test Item Admin/Assessment Manager Materials Approver

Campus Demo – Verify or Set up Roles Email address Superintendent Principal Teacher Custom Roles

How to get help? System Launchpad: http://openhouse.education.ky.gov/SystemsLaunchPad.aspx District Communication – documentation includes: Entering e-mails in Infinite Campus CIITS Roles & Permissions Sample Request Form Instructional Supervisors Point of Contacts by District eInstruction Clickers with CIITS CIITS Technical Guide Issue Escalation: Local POC – Instructional Supervisor -- CIITS TPOC – KSIS POC CIITS Help Desk – ciitshelp@schoolnet.com KETS Help Desk – ketshelp@education.ky.gov

Q&A - Roles How does CIITS know who is the superintendent. From Infinite Campus: Path: System Administration | Resources | District Information How does CIITS know who the principal is? From Infinite Campus: Path: System Administration | Resources | School Are Assistant Superintendents/Principals set up the same way? No, Assistants are set up as Staff and must be assigned custom roles. Are the CIITS roles cumulative from least to most restrictive? Multiple roles are often likely. There is no reason to give a user the Analyst and Specialist Roles. These roles both provide student level access but the specialist can see teacher and classroom level detail and the analyst cannot. If a user is set up with both roles, Specialist does trump Analyst; however, there is no need to set up both.

Q&A - Roles What constitutes a Staff, Teacher and Leadership in Infinite Campus? Staff = anyone in Infinite Campus with a valid email address and not a “01-Teacher”, or defined as a Superintendent or Principal in Infinite Campus. Teacher: a person in Infinite Campus who is assigned a school in the District Assignments tab and has Type marked as “01-Teacher”. The exception is a teacher that is not set up as a primary teacher with courses/section/student roster in Infinite Campus; those teachers are switched to Staff in CIITS. Leader: Principals and superintendents as defined in Infinite Campus. Other administrators are not set up as leaders, they must be set up with custom roles.

Q&A - Roles If Default Roles are set up correctly do they need custom roles? Principals and Superintendents do not need custom roles. A system change was made, 3/28/12 to give these default roles access to all functionality (permissions). Teachers – would need additional access if they have responsibility beyond their own classroom -- need to see additional students, need to create or schedule assessment, test items or act as material approver at the school. Staff – will need custom roles if student-level access is needed or they have responsibility to create or schedule assessments, test items or act as material approver. STUDENT LEVEL DETAIL should be granted conservatively. Anyone with access to student level detail should have a reason to have that level of access.

Q&A - Staff Should individuals with the Staff role at the school be able to see data from all schools? Yes, KPIs functionality allows for staff to select individual schools and see aggregate level data within their district. Student level data cannot be seen.

Q&A - Classrooms Should all teachers have students in CIITS? Primary teachers with student rosters in Infinite Campus can see their student rosters in the CITTS Classroom area by course and section. Secondary teachers/contributing professionals cannot see their students at this time. Are all students in CIITS All students from Infinite Campus are loaded to CIITS; however, there is an edit check and some students records have data quality issues that prevent them from loading. KDE is working through errors and notifying KSIS POC of errors. If a student appears to be missing, verify student is on roster in Infinite Campus. Classrooms (Students/Teachers/Rosters) are pulled from Infinite Campus Rosters.

Q&A – District How are district level staff assigned access to all schools within district? Superintendents are automatically set with access to all schools within district. Others need custom roles set up. How are Curriculum Director or District Assessment Coordinators set up: Custom Roles must be set for district level staff besides superintendents. The district should decide which role should be assigned and then choose the appropriate district-level role. What title should district-level staff be given in Infinite Campus? It is best to leave the “Type” blank for district level staff. This keeps them from affecting the LEAD report.

Q&A – District Why do I have to assign district level staff to a school? This causes problems because district staff appear on school level reports and also get one-calls that go out to school staff. In order to set a “Title” (custom role) up in Infinite Campus, school is a required field. The school is not used in CIITS, so assignment to a closed school is acceptable. Campus does not currently have a way to assign to at district level; however we are working to define a better district assignment solution to avoid the school assignment requirement.

Q&A - Escalation Is there an escalated or stage 2 tech support avenue for KSIS district contacts? Escalation Path: Designated School or District Point of Contact CIITS Help Desk – ciitshelp@schoolnet.com KETS Help Desk – ketshelp@education.ky.gov Note: Schoolnet can check the KDE files to see if the roles were passed in the file transferred from KDE. If the roles were in the file the issue requires research at Schoolnet, if the roles weren’t in the files, the roles either haven’t been set in Campus or the issue requires KDE research. Issues that are identified as requiring KDE research are routed by the CIITS help desk to the KETS help desk. The original caller will receive a follow-up from help desks informing status or action that needs to be taken.

Q&A – Assessment Can principals schedule tests within classrooms? The principal has the right to schedule some tests but not tests established in the My Classroom tests. That functionality is limited to classroom teachers. Who approves tests and lesson plans? The system is not set up with the functionality to approve tests, but there is the functionality to schedule tests. The Assessment Manager would have this role; however, classroom teachers can schedule their own classroom tests and lesson plans. Schools & Districts should define who has this responsibility and assign this person or persons the role of Assessment Manager.

Q&A – Sync How often is the data sync’d with Infinite Campus? Data is refreshed weekly in CIITS. Updates typically occur on Monday nights and available in CIITS by Tuesday morning. How often are roles and assignments updated? Historically, weekly at the same time the student-level data is refreshed. Going forward, this will happen daily. The daily refresh should begin next week.

Other Q&As