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Supplement A – Edsby Roles and Permissions pg. 1

CoreFour Inc.

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SUPPLEMENT A – EDSBY ROLES AND PERMISSIONS

Edsby Roles and Permissions

A Technical Overview Julie Oke, Edsby Training Manager


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

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Supplement A – Edsby Roles and Permissions ...............................................................................................1

1.0 Staff Roles and Permissions .........................................................................................................................4

1. Default Messaging Configuration ........................................................................................4

2. Group Automated Membership............................................................................................4

3. Access to Panorama, Details and Profile pages ............................................................4

4. Assigning roles .......................................................................................................................... 11

2.0 School-level roles ........................................................................................................................................... 13

1. Teacher ......................................................................................................................................... 14

2. Teacher Assistant ..................................................................................................................... 14

3.0 Employee Roles ............................................................................................................................................... 15

1. Ancillary Staff ............................................................................................................................. 15

2. Other Staff .................................................................................................................................... 15

3. Office .............................................................................................................................................. 16

4.0 School- level administration roles ......................................................................................................... 17

1. Guidance Staff ............................................................................................................................ 18

2. Senior Admin & Office (Head) ............................................................................................ 18

3. School IT ....................................................................................................................................... 19

5.0 District-level roles ......................................................................................................................................... 20

1. District IT Admin ...................................................................................................................... 21

2. District Administration ......................................................................................................... 22

3. District Tech Support ............................................................................................................. 23

4. District employee roles ......................................................................................................... 24


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5. District Guidance ...................................................................................................................... 24

6. District Educator ...................................................................................................................... 25

7. District Curriculum ................................................................................................................. 25


CoreFour Inc.

68B Leek Crescent

Suite 200

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1.0 STAFF ROLES AND PERMISSIONS

Edsby has a set of roles with pre-defined permissions that are designed to give each role access to the appropriate tools and information. Edsby has district-level roles and school-level roles to accommodate people working at the district office and those working in schools. The district-level roles are designed for people involved in the Edsby administration and support and for people that work at the district level in areas such as guidance, itinerant support or curriculum. Every organization will have the same set of roles, but will only deploy those that meet the needs of the organization.

The roles are used to define messaging options, automated group membership and access to Edsby’s Panorama, Detail, and Profile pages.

1. DEFAULT MESSAGING CONFIGURATION

Organizations can define which role can message other roles. The default setup ensures that students and parents can only message teachers and school administrators at their school. For employees, the default setup enables employees to message other employees in the organization, but only the parents and students in their schools.

2. GROUP AUTOMATED MEMBERSHIP

Group Automated Membership can be configured to subscribe people to groups based on their role. For example, a group can be created to subscribe all Guidance Staff to a group automatically.

3. ACCESS TO PANORAMA, DETAILS AND PROFILE PAGES

The roles define what information people can see about others. For staff, the two choices are the ability to see the Details page or the Profile page.


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3.1 The Teacher Details Page example

3.2 Teacher Profile page example

The roles define what information people can see about students. The two choices are the ability to see the Details page or the Profile page.


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3.3 Student Panorama example

School-level roles can only see the Panorama of students who share a common school with the staff member. In the most common case, a staff member at School A will not be able to see the Panorama of a student at School B. However, if the staff member also teaches at School B, she will be able to see the Panoramas at School B as well.


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3.4 The Student Profile page example

3.5 Student Portfolio example

If the Portfolio option has been enabled for your school/district, the Student Profile page will be replaced with the Student Portfolio and the same permissions apply.

The roles define what information people can see about parents. The two choices are the ability to see the Details page or the Profile page.


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3.6 Parent Details Page example

3.7 Parent Profile page example


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3.8 Edit Class Setup form example

Provides the ability to change any class setup form, included adding a co-teacher. Teachers can update the Setup form of their own classes.

3.9 School Page Administration

Provides the ability to maintain the Key Contacts, school calendar, News articles, Important (school level knowledge base) and Documents.


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3.10 Schedule Administration

Schedule provides the ability to cancel classes for the day. For example, people with this permission will be able to insert a snow day.

3.11 Attendance Zoom

Provides the ability to resolve attendance issues and enter planned absences.


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3.12 Set Automated Group membership example

The ability to set up groups and automatically deploy them by roles, grade, or subject.

4. ASSIGNING ROLES

Roles are synchronized from your Student Information System (and other data sources). Private schools not using this strategy may need to set roles within Edsby. The District IT Admin and School Admin can change a staff member’s role. To change a role, do this:

1. Navigate the Staff Details page click on name or type a name in Search. Open the Information

panel on the Details page.

2. Change the User Type and click Save.


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

Canada L4B 1H1


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

Canada L4B 1H1

2.0 SCHOOL-LEVEL ROLES

School-level roles include Teacher, Teacher Assistant, Office, Ancillary Staff and Other Staff. Additionally, Office (Head), Guidance Staff and School IT exist with School Administrative roles.

Teacher and Employee Roles

Teacher Teacher Assistant Other Staff Ancillary Staff Office

Zooms My Students, My Parents, Classes (for Attendance only)

My Students, My Parents, Classes (for Attendance only)

None None Limited to Attendance, Staff, Students, Parents, Contacts

Attendance Administration

No No No No Yes

Approval Forms From My Students

From My Students

Student Profile/Portfolio

Yes Yes Yes Yes Yes

Student Panorama Yes Yes No No No

Student Information Panel on Panorama

Yes* Yes* No No No

Student Mailbox No No No No No

Parent Profile Yes Yes Yes Yes Yes

Parent Details Yes Yes No No No

Parent Information Yes Yes No No Contact information available on Attendance form

Staff Details No No No No No

Staff Profile Yes Yes Yes Yes Yes

Class access When listed as teacher

When listed as teacher

No No No

Class Setup form Edit if Class owner

Edit if Class owner

No No No

Group creation Yes Yes No No No

*A customization to remove this view exists


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1. TEACHER

The default role for staff accounts is Teacher. Key features of this role include access to

Student Panorama.

Student Portfolio or Profile.

Parent Details page.

Other staff's Profile page.

My Students and My Parents Zooms.

This role can:

Create Groups.

Create News Article for approval.

This role cannot:

Enter another teacher's Class unless actively added as a co-teacher or substitute.

Enable a Group's Automated Membership.

2. TEACHER ASSISTANT

Teacher Assistant role is identical to that of Teacher. The role can be used to refine the messaging options. For example, Teacher Assistants could be prevented from messaging district staff. Alternatively, the role could be automatically enrolled into a group that provides a place for teacher assistants to collaborate.


CoreFour Inc.

68B Leek Crescent

Suite 200

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3.0 EMPLOYEE ROLES

The Ancillary Staff and Other Staff roles were created for people who are part of the school community and can benefit from having access to Groups, River of News and the School Page. In practical terms, defining messaging options will differentiate these Ancillary Staff and Other Staff roles.

1. ANCILLARY STAFF

This role is suitable for people who need access to Groups and Edsby messages. This role is used for consultants or contract positions.

This role can:

Participate in groups, but cannot create groups.

Can be appointed as moderator of a group.

This role cannot:

View student Panoramas, Profiles or Portfolios.

View Classes. This role does not have a Classes Panel.

Create a pending News Article.

Cannot update their own Profile Picture.

2. OTHER STAFF

The Other Staff role is designed for people such as custodial staff or cafeteria staff.

The Other Staff role has the same features as the Ancillary Staff role, with one exception: People with this role can change their own Pictures.


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3. OFFICE

This role is designed for people that resolve attendance and need basic contact information for parents and students. The parent contact phone numbers are displayed on the Attendance Incident form.

This role has access to the following Zooms:

Attendance

Staff

Students

Parents

Contacts

This role cannot:

View the Student Panorama pages or Student Portfolio pages

View Parent Details

View Teacher Details

Create groups


CoreFour Inc.

68B Leek Crescent

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4.0 SCHOOL- LEVEL ADMINISTRATION ROLES

School administration roles have access to the school-level Zooms, Attendance, Report Cards and Parent-Teacher Interviews schedules.

School Admin Roles

Roles Guidance Staff Office (Head) Senior Admin School IT

Zooms All Zooms All Zooms All Zooms All Zooms

Attendance Administration Edit Edit Edit Edit

School Page Administration No Edit Edit Edit

Schedule Administration No Edit Edit Edit

Report Card Administration Edit Edit Edit Edit

Parent-Teacher Interviews Administration

Edit Edit Edit Edit

Approval Forms All students All students All students All students

Student Profile View View View View

Student Panorama & Portfolio Edit Edit Edit Edit

Student Information Panel on Panorama *

Edit Edit Edit Edit

Student Mailbox View View View View

Parent Profile View View View View

Parent Details* Edit Edit Edit Edit

Parent Information* Edit Edit Edit Edit

Staff Profile View View View View

Staff Details View View View Edit

Edit Staff Passwords No No Yes, if no AD Yes, if no AD

Class access Yes, no gradebook access

Yes, no gradebook access



Class Setup form No access Edit Edit Edit

Group Administration No Yes Yes Yes

Group creation Yes Yes Yes Yes

Group automated membership Yes Yes Yes Yes

*Customization to remove this capability exists


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Administrator Zoom Example:

1. GUIDANCE STAFF

The Guidance Staff role has access to the following features:

Access to all Zooms, Attendance, Report Cards, and Parent-Teacher Interview schedules.

View Student Panoramas and Profiles / Portfolios.

View Parent Details.

View Teacher Details

Open any Class, but does not have access to gradebook.

Create and manage Approval Forms

This role cannot:

View the Class Setup form.

Edit the school schedule.

Enter closed groups, or access the Setup form of closed groups.

2. SENIOR ADMIN & OFFICE (HEAD)

Both these roles have the following features:

Access to all Zooms, Attendance, Report Cards, and Parent-Teacher Interview schedules.

Access to Student Panoramas and Portfolios.

Access to Parent Details.

Access to Teacher Details.

Open any Class, but does not have access to gradebook.


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Edit Class Setup form.

Access to all Groups, open and closed.

Access to Student Mailboxes.

Create and manage Approval Forms

The Senior Admin can only change staff passwords in organizations not using an external Authentication Directory.

These roles are able to change information such as names and addresses, but in many cases, what can be changed is limited by the Student Information Systems synchronization process. For example, if the SIS is the system of record for phone numbers then this information cannot be changed in Edsby. If the SIS does not contain a person's title, then this information can be changed in Edsby.

3. SCHOOL IT

The School IT is the most power and trusted school-level role. Districts rarely assign this role at the school level. Private schools frequently use the District IT Admin role to enable the technical prime to work with the lower, middle, upper schools. Within a school district, there will be a small number of District IT Admins, but the individual schools will not have a School IT role assigned.


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

Canada L4B 1H1

5.0 DISTRICT-LEVEL ROLES

The District IT Admin and the District Tech Support roles are created for those that assist staff, parents, and students with Edsby. District Administration is designed for senior staff within the organization. District Guidance, District Educator, District Curriculum are designed for people with responsibilities in multiple schools.

The district-level roles have access to the Schools Zoom. The Schools zoom provides links to the School Page and the school-level Staff, Students, Parents, Classes and Groups Zooms. Some district-level roles only have access to a subset of the school-level Zooms (example: their ‘Family of Schools’).

District

Tech Support

District Administration

District

IT Admin

District-level Zooms All Zooms All Zooms All Zooms

School Page Administration No Yes Yes

Report Card Administration Edit Edit Edit

Group Administration No No Yes

Group automated membership Yes Yes Yes

School-level Group creation Yes Yes Yes

Student Panorama & Portfolio No Yes Yes

Student Mailbox No Yes Yes

Parent Details No Yes Yes

Staff Details No No Yes


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

Canada L4B 1H1

1. DISTRICT IT ADMIN

The District IT Admin role is the most powerful and most trusted role in Edsby. People in this role are often responsible for reviewing and escalating issues to Edsby Support. Private school organizations with distinct schools such as an upper and a lower school typically use the District IT Admin role.

When District IT Admins navigate to a school’s School Page or to any of the school-level Zooms, they have the same rights as a school’s Senior Admin. For example, they can provision Report Cards, view Student Panoramas, or set the Key Contacts on the School Page.

In addition to the ability to investigate issues at a school, this role has the rights to the following district level features:

Create and manage district wide reporting periods.

Create News article for all or selected schools. The article is pre-approved and appears on the

School page.

Manage the District page, including the News articles. Articles appear on the District page and

the home screen of every staff, parent and teacher.

Model Courses.

Schools Zoom: lists all schools.

Staff Zoom: lists people connected to the District organizational unit.

Groups: lists the groups at the organizational unit. This role can create groups at the district-

level and manage automated memberships.

This role also has the ability to manage accounts, though this is dependent on organization's Student Information System.

Edit Parent Details page.

Delete Parent Account.

Change a person’s role. However, if the roles are defined in the SIS, the roles will revert at the

next synchronization.

In order to help teachers troubleshoot issues, this role can:

View and Edit a teacher’s Gradebook. Districts may choose to disable this ability.

Edit the Planner and view hidden items.

Edit Class Setup form.


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This role has access to the Manage page at the district and school level. Many of the features of the Manage page are used under the direction of the Edsby Support team. The Manage page is used to:

Investigate synchronization issues.

View configuration forms.

2. DISTRICT ADMINISTRATION

This role can:

Create News article for all or selected schools. The article is pre-approved and appears on the

School page.

Manage the District page, including the News articles. Articles appear on every employees,

faculty, parent, and student home screen.

This role has access to the following district-level Zooms:



Groups: lists the groups at the organizational unit. This role can create groups at the district-

level and manage automated memberships.

From the Schools zoom, this role can:

Manage the School page. From the School page, this role can view groups that are open to staff

and create additional groups.

Use the Staff Zoom.

Use the Student Zoom.

Use the Parents and Contacts Zoom.

Use the Attendance Report.

View the Profile page of staff, students, and parents.

This role cannot:

View Student Panoramas, Staff Details pages, or Parent Details pages.


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

Canada L4B 1H1

3. DISTRICT TECH SUPPORT




Groups: lists the groups at the District organizational unit. This role can create groups at the

district-level and manage automated memberships.


Manage the School page. From the School page, this role can view groups that are open to staff

and create additional groups.

Use the Staff Zoom.




Use the Report Cards Zoom.

View the Profile page of staff, students, and parents.

This role cannot:

View Student Panoramas, Staff Details pages, Parent Details pages or Student Mailboxes.


CoreFour Inc.

68B Leek Crescent

Suite 200

Richmond Hill, ON

Canada L4B 1H1

4. DISTRICT EMPLOYEE ROLES

A person with these roles may or may not be assigned to a school or schools.

District Guidance Curriculum Specialist District Educator

District-level Zooms All Zooms Schools Schools

School Page Administration No No No

Report Card Administration Edit No No

Group Administration No No No

School-level Group creation Yes Yes Yes

Group automated membership Yes Yes Yes

Student Panorama & Profile/Portfolio

Yes No For common Class or Group

Student Mailbox Yes No No

Parent Details No No No

Staff Details No No No

5. DISTRICT GUIDANCE

The District Guidance role is designed to give people access to the student Panorama even when they are not connected to the same school as the student.




Groups: lists the groups at the District organizational unit.


Use the Staff Zoom.




Use the Report Cards Zoom.


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View/Edit the student Panorama.

View the Profile page of parents and staff.

6. DISTRICT EDUCATOR

This role is designed to enable district teachers to access a subset of a school’s student Panoramas through Class and Group membership. Senior Admins, Office Heads or teachers of a class can add a person with this role to the list of teachers in the Class Setup form. Senior Admins, Office Heads or a group moderator can also invite a person with this role to a group. Once added, they can view the Panorama of any student that is a member of the class or group.

These roles can access the Schools Zoom, but can only navigate to the School Page.

If a person needs the ability to view the Panorama of any student in the district, the District Guidance role may be suitable. If a person has a title, the role designation is not shown to staff, students or parents.

7. DISTRICT CURRICULUM

This role was designed for people who do not need access to students or parents. However, if they were in a Group with staff, student or parents they would will have access to the Profile pages. The role enables the refinement of messaging and automated membership of groups.

These roles can access the Schools Zoom, but can only navigate to the School Page. The involvement of District Curriculum persons is ideally suited to share best practice, educational strategies across a segment of teachers through professional learning communities.