1. Roles and Permissions Webinar Thursday, May 8, 2014 Presenters: Cynthia Crowdus & Kayla Siler

2. Today’s Objectives Tools and Documents Introduce participants to new tools for helping set up Roles and Permissions in Schoolnet Scenarios Discuss some common role scenarios and how to set them up Questions & Next Steps Discuss any questions and provide details for May 15 webinar

3. Two Key Points about Roles Teachers have what they need natively! Anyone whose default role in Schoolnet is a teacher has all the roles and permissions she needs to conduct her class (use lesson planner, schedule, administer and score assessments, etc.) for her students. Only add permissions if you want a teacher to contribute outside of her classes. One Default All users in Schoolnet should have one and only one default setting selected in PowerSchool.

4. Today’s Objectives Tools and Documents Introduce participants to new tools for helping set up Roles and Permissions in Schoolnet Scenarios Discuss some common role scenarios and how to set them up Questions & Next Steps Discuss any questions and provide details for May 15 webinar

5. Tools Roles Matrix

6. Roles Matrix Rows – What a user can do General School and District Data Classrooms Assessment Admin

7. Roles Matrix Rows General School and District Data Classrooms Assessment Admin The Rows in the Matrix map to the Modules in Schoolnet

8. Roles Matrix Rows View basic student information View student contact information View student discipline information View student economic information Create and Edit Reports View Teacher and Section Level Data View Published Reports Manage reports Approve section assignments Manage curriculum Manage instruction Review instructional materials Add or update student responses Create and edit test items for an institution Create and edit tests for an institution Create test windows Generate student answer sheets Manage student usernames Modify tests Pre-slug OMR Forms Schedule tests Review item, passage, or rubric View test content General School and District Data Classrooms Assessment Admin

9. Roles Matrix Columns – Names of Roles that you Select in PowerSchool Defaults Select One!

10. Roles Matrix Columns – Name of Permission that you Select in PowerSchool Optional Roles Test Item Administrator is a special case! You must have it to “Create and edit test items for an institution” Teachers do not need this role to create items

11. Roles Matrix Columns – Name of Permission that you Select in PowerSchool Optional Roles Can be added to give additional rights to users. Most of the time this will be for staff or teachers who need some roles associated with leadership.

12. Roles Matrix Default Role: Leadership Default Role: Staff Default Role: Teacher Optional Member Role: Test Item Administrator Optional Member Role: Access to Teacher and Section Level Data Optional Member Role: Access to Aggregate Level Data Optional Member Role: Review and Approve Instructional Materials Optional Member Role: Access to Assessment Management Optional Member Role: Access to Curriculum Management Optional Member Role: Access to Teacher Lesson Planner Optional Member Role: Access for Teachers to Share Assessments Description of Operations General View basic student information x xx Allows users to view student level information in the (ENTIRE) institution where the operation is assigned. Do NOT give this to Teachers or they will see ALL of the students in the entire institution. Teachers do not need this for the students in their sections. It is inherently granted to them. View student contact information x x xx Allows users to view student contact information in the institution where the operation is assigned. View student discipline information Allows users to view student discipline information in the institution where the operation is assigned. Note that these data are currently unavailable for all users in Schoolnet. The data will be brought from PowerSchool into Schoolnet later this spring. View student economic information Allows users to view student economic information (typically lunch status) in the institution where the operation is assigned. This is a "booster" operation that will only allow you to see more data on the students that are already visible to you. School and District Data Create and Edit Reports x xx Allows users to use Report Builder to create and edit reports. View Teacher and Section Level Data x x Allows user to view report data at the teacher and/or section levels. View Published Reports x x xx Allows users to View Published Reports. Manage reports x x Allows users to add or remove a published report from an institution report bank. Classrooms Approve section assignments x Allows users to review and approve staff requests for access to specified sections. Manage curriculum x This operation should only be granted to users at the state or district level. It allows users to create/edit instructional materials, including curriculum and curricular units, in the Curriculum Manager. In Classrooms, users with this operation can map courses to curriculum, and they can map standards to each other including two or more sets of standards. Manage instruction x x x Allows users to view the Lesson Planner and the Analyze Sections area for all teachers in the same institution or lower. Review instructional materials x X x Allows users to approve materials (lessons, resources, units, assessments) submitted for approval to the public bank of their primary institution and submit for approval materials to the bank of the tier above them. Assessment Admin Add or update student responses x x Grants users the ability to input or enter corrections to student responses and scores for students at the institution where the operation is given. Create and edit test items for an institution x Grants users the ability to create, edit, copy, and delete test items. Create and edit tests for an institution x x x Grants users the ability to create and edit test drafts. Create test windows x x For district tests, grants user the ability to create test windows. Generate student answer sheets x x Allows users at an institution to generate answer sheets for students assigned a test Manage student usernames x x Grants users access to the page in Assess where they can view student usernames and reset passwords. Modify tests x x Grants users the ability to make limited updates to non- draft tests. Pre-slug OMR Forms x x Allows a district-level user to export the student information necessary to pre-slug OMR forms using a separate application. Schedule tests x x x Grants users the ability to schedule a test and assign it to the institution where the operation is given. Review item, passage, or rubric x x x Allows users to approve test content (items, passages, rubrics) submitted for approval to the public bank of their primary institution. View test content x x Grants users the ability to view the questions and content of upcoming tests. Operations

13. Today’s Objectives Tools and Documents Introduce participants to new tools for helping set up Roles and Permissions in Schoolnet Scenarios Discuss some common role scenarios and how to set them up Questions & Next Steps Discuss any questions and provide details for May 15 webinar

14. Scenarios: How do I know which Optional Roles to add? Need for users to have optional roles will vary depending on the types of staff you have in your school or district. –Do you have district level staff to manage curriculum? Or is this something school staff or teachers are involved in? –Do you have district level staff who create benchmark assessments? Or do teachers help with benchmark assessments?

15. Scenarios The following slides reference scenarios that might apply to your school or district depending on the staff that you have available to complete certain tasks. These are suggestions and may not apply to all districts or schools. Please contact the Home Base Support Center if you have a special scenario that is not addressed here.

16. Setting up Schoolnet permissions (who can see what) so that you can collaborate, share and manage Give a selected set of teachers the ability to write and build benchmark tests for your district. Teacher(s) District Benchmark write Click Here Set this Up Teachers write Benchmarks Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. Click Here Set this Up Instructional Coaches Teacher Lesson Plans review District-Level Permissions Scenarios District Instructional Coaches Review Lesson Plans A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for District Media Coordinator Click Here Set this Up Schools Promote Resources to District Bank Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen Note: As of May 8, to review and approve instructional materials, you need to have access to the curriculum management role or the leadership role. *NEW role for Review and Approve Instructional Materials coming soon.

17. Click Here Set this Up A teacher or group of teachers wants to write and share assessments with other teachers. Think: Professional Learning Communities Teacher(s) write Teachers Share Assessments Within School Shared Assessment with other teachers Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. School Instructional Coaches Review Lesson Plans Click Here Set this Up Instructional Coaches Teacher Lesson Plans review School-Level Permissions Give a selected set of teachers the ability to write and build benchmark tests for your school. Teacher(s) School Assessment write Teachers write School Assessments Click Here Set this Up A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Teachers Promote Resources to School Bank Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for School Library Media Coordinator Click Here Set this Up Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen

18. Setting up Schoolnet permissions (who can see what) so that you can collaborate, share and manage Give a selected set of teachers the ability to write and build benchmark tests for your district. Teacher(s) District Benchmark write Click Here Set this Up Teachers write Benchmarks Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. Click Here Set this Up Instructional Coaches Teacher Lesson Plans review District-Level Permissions Scenarios District Instructional Coaches Review Lesson Plans A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for District Media Coordinator Click Here Set this Up Schools Promote Resources to District Bank Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen Note: Currently, to review and approve instructional materials, you need to have access to the curriculum management role or the leadership role. Teachers Write Benchmarks For districts that want to allow teachers to build benchmarks The most complicated of the current scenarios because you need to set the teacher up at the district level. Roles Needed: PowerSchool No Access Schoolnet Test Item Admin Access to Assessment Management

19. Setting up Schoolnet permissions (who can see what) so that you can collaborate, share and manage Give a selected set of teachers the ability to write and build benchmark tests for your district. Teacher(s) District Benchmark write Click Here Set this Up Teachers write Benchmarks Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. Click Here Set this Up Instructional Coaches Teacher Lesson Plans review District-Level Permissions Scenarios District Instructional Coaches Review Lesson Plans A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for District Media Coordinator Click Here Set this Up Schools Promote Resources to District Bank Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen Note: Currently, to review and approve instructional materials, you need to have access to the curriculum management role or the leadership role. District Instructional Coaches Review Lesson Plans Think PLC leaders, Curriculum and Instruction Staff Roles Needed in Schoolnet Access to Aggregate Level Data Access to Teacher Lesson Planner

20. Click Here Set this Up A teacher or group of teachers wants to write and share assessments with other teachers. Think: Professional Learning Communities Teacher(s) write Teachers Share Assessments Within School Shared Assessment with other teachers Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. School Instructional Coaches Review Lesson Plans Click Here Set this Up Instructional Coaches Teacher Lesson Plans review School-Level Permissions Give a selected set of teachers the ability to write and build benchmark tests for your school. Teacher(s) School Assessment write Teachers write School Assessments Click Here Set this Up A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Teachers Promote Resources to School Bank Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for School Library Media Coordinator Click Here Set this Up Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen School Instructional Coaches Review Lesson Plans Similar to the District Instructional Coaches Roles Needed in Schoolnet Access to Aggregate Level Data Access to Teacher Lesson Planner

21. Setting up Schoolnet permissions (who can see what) so that you can collaborate, share and manage Give a selected set of teachers the ability to write and build benchmark tests for your district. Teacher(s) District Benchmark write Click Here Set this Up Teachers write Benchmarks Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. Click Here Set this Up Instructional Coaches Teacher Lesson Plans review District-Level Permissions Scenarios District Instructional Coaches Review Lesson Plans A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for District Media Coordinator Click Here Set this Up Schools Promote Resources to District Bank Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen District Media Coordinators Document is a General Overview Will likely vary depending on what they do within district Roles that Media Coordinators may need Access to Aggregate Level Data (if the user needs access to aggregate level assessment data) Access to Teacher Lesson Planner (if the user needs access to view other teacher’s lesson plans) Access to Assessment Management (if the user needs access to create and administer assessments) Access to Test Item Administrator (if the user needs access to create assessment items) Note: As of May 8, to review and approve instructional materials, you need to have access to the curriculum management role or the leadership role. *NEW role for Review and Approve Instructional Materials coming soon.

22. Click Here Set this Up A teacher or group of teachers wants to write and share assessments with other teachers. Think: Professional Learning Communities Teacher(s) write Teachers Share Assessments Within School Shared Assessment with other teachers Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. School Instructional Coaches Review Lesson Plans Click Here Set this Up Instructional Coaches Teacher Lesson Plans review School-Level Permissions Give a selected set of teachers the ability to write and build benchmark tests for your school. Teacher(s) School Assessment write Teachers write School Assessments Click Here Set this Up A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Teachers Promote Resources to School Bank Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for School Library Media Coordinator Click Here Set this Up Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen School Library Media Coordinators General Overview Will likely vary depending on what they do within school Similar to District Media Coordinator

23. Setting up Schoolnet permissions (who can see what) so that you can collaborate, share and manage Give a selected set of teachers the ability to write and build benchmark tests for your district. Teacher(s) District Benchmark write Click Here Set this Up Teachers write Benchmarks Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. Click Here Set this Up Instructional Coaches Teacher Lesson Plans review District-Level Permissions Scenarios District Instructional Coaches Review Lesson Plans A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for District Media Coordinator Click Here Set this Up Schools Promote Resources to District Bank Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen Promotion of Resources to District Bank Describes the resource promotion process (school to district to state) School Leaders do not need anything to be able to submit Reviews: Leadership or Access to Curriculum Management will let you review and approve materials Note: As of May 8, to review and approve instructional materials, you need to have access to the curriculum management role or the leadership role. *NEW role for Review and Approve Instructional Materials coming soon.

24. Click Here Set this Up A teacher or group of teachers wants to write and share assessments with other teachers. Think: Professional Learning Communities Teacher(s) write Teachers Share Assessments Within School Shared Assessment with other teachers Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. School Instructional Coaches Review Lesson Plans Click Here Set this Up Instructional Coaches Teacher Lesson Plans review School-Level Permissions Give a selected set of teachers the ability to write and build benchmark tests for your school. Teacher(s) School Assessment write Teachers write School Assessments Click Here Set this Up A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Teachers Promote Resources to School Bank Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for School Library Media Coordinator Click Here Set this Up Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen Promotion of Resources to School Bank Describes the resource promotion process (teacher to school) Teachers do not need anything to be able to do this Reviews: Leadership or Access to Curriculum Management will let you review and approve instructional resources

25. NEW Roles Coming Soon Access to Review & Approve Instructional Materials Access to Review & Approve Assessment Items These roles can be added for teachers or staff users that need the ability to approve instructional materials or assessment items within their institution level (and the ability to submit to the next level).

26. Click Here Set this Up A teacher or group of teachers wants to write and share assessments with other teachers. Think: Professional Learning Communities Teacher(s) write Teachers Share Assessments Within School Shared Assessment with other teachers Click Here Set this Up Give Instructional Coaches the ability to review lesson plans. School Instructional Coaches Review Lesson Plans Click Here Set this Up Instructional Coaches Teacher Lesson Plans review School-Level Permissions Give a selected set of teachers the ability to write and build benchmark tests for your school. Teacher(s) School Assessment write Teachers write School Assessments Click Here Set this Up A teacher or group of teachers wants to write and share instructional resources with other teachers. Teacher(s) write Teachers Promote Resources to School Bank Shared Resources with other teachers Click Here How it Works Possible Roles and Permissions for School Library Media Coordinator Click Here Set this Up Go to “present” mode on the googledoc to use this document if you aren’t viewing in fullscreen School Assessments and Shared Classroom Assessment School Personnel with the Role Leadership Staff with Access to Assessment Management Access for Teachers to Share Assessments (only for teachers!) Two Options to assign this role for teachers

27. Today’s Objectives Tools and Documents Introduce participants to new tools for helping set up Roles and Permissions in Schoolnet Scenarios Discuss some common role scenarios and how to set them up Questions & Next Steps Discuss any questions and provide details for May 15 webinar

28. 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/

29. Next Webinar – May 15 Topic: Roles and Permissions –Specific examples of how having more than one default role will cause problems for users –Specific examples of how to manage roles and permissions at the district level –Specific examples of the scenario documents and how to apply them to your LEA/school

30. 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

31. SURVEY Please take a moment to complete the survey at the link below and also provided to you in the webinar questions or chat box. go.ncsu.edu/webinar THANK YOU!