Roles & Access Sets

In order to have access to VCAT, a staff needs at least one assignment and one access set (except if the staff has been given Full Access). It is the combination of both, assignments and access sets, that give the staff access to VCAT. Without one or the other, access is not granted.

Roles

Each assignment has a Role associated with it. The role in itself does NOT give access to VCAT but defines the relationship between the staff and the students that staff is assigned to.

List of Existing Roles

Under the A tab

Roles

Under the A tab, clicking on Roles will bring up the list of existing roles for your SU/District with their specifications. This list varies from SU to SU and can be added to when needed.

This list can only be edited under the A tab.

Priority

At this time, the priority is used to order the list.

Name

The name of the role defines the relationship between the staff and the students that staff is assigned to.

Code

Codes affect the SECT (Student Educator Course Transcript) reports (State reports). ONLY the Teacher of Record, Co-Teacher of Record, and Other Contributing Professional roles should have a respective code of 10, 20, 30. ALL OTHER ROLES SHOULD NOT HAVE ANY CODE.

Subjects

Just like the Code, Subjects are used for the SECT reports. Those Subjects do NOT limit any access to VCAT. They are purely intended for SECT reporting.

Description

Text field available if needed.

Manual Default

One role can be set to be the default role when manually assigning staff. It'll be the role pre-selected by default when you add an assignment.

To set the default role, go to A tab, Roles, click the Edit button in front of the role you want to set as default, click on Make Default, hit Save. By selecting a role to be set as default also unselects the role previously set as default.

Import Default

One role is set to be the default role used during the assignment import process. You most likely won't ever need to change this one. If you do, it can be changed by going to the A tab, Roles, click the Edit button in front of the role you want to set as default, click on Make Default, hit Save. By selecting a role to be set as default also unselects the role previously set as default.

Under the DATA tab

Under the Data tab, editing or adding a staff's assignments will also lists the existing Roles when clicking on the up/down arrow under 'Role' column header.

This list can NOT be edited under the Data tab, ONLY under the A tab/Roles. If a new role is needed, go to the How to Create a New Role section to learn more.

How to Assign a Role with a New Assignment

A Role is assigned to a staff under the Data tab:

- Select All Students
- Click on Staff List
- Find the staff you're interested in
- Click Edit button in front of it
- Click on Assignments tab
- Click on + to add a new assignment
- Select a role from the existing list. If a role is set with Manual Default, it'll be the default role pre-selected when you manually assign staff. You can select any role from the drop-down list. If the role you need is not listed, it'll have to be created first (under the A tab) before it can be selected. Hit Cancel and return when the role has been created.
- Select the appropriate Year, School, Course, and Section (except for the Year, any of them can be set to 'All' if needed)
- Hit the Save button

How to Edit the Role to an Existing Assignment

A Role is assigned to a staff under the Data tab:

- Select All Students
- Click on Staff List
- Find the staff you're interested in
- Click Edit button in front of it
- Click on Assignments tab
- Click in the box (under the pencil column) in front of the assignment row you wish to edit
- Select a different role from the existing list by clicking the up/down arrow. If the role you need is not listed, it'll have to be created first (under the A tab) before it can be selected. Hit Cancel and return when the role has been created.
- Hit the Save button

How to Create a New Role

If the role you want isn't listed in the existing roles list, you need to create it before it can be used in any staff assignment.

Under the A tab:

- Select Roles
- Click on +Add Role button at the top
- Type in the name
- The Priority number will be filled out by default - this role will be listed at the end. You can leave it as is, or pick a different order number if you wish. - Hit the Save button

Access Sets

The Access Sets are set up to give (or not) access to Demographics, Curriculum Development, and Assessment Data by TYPE, GRADE, and SUBJECT. Access can be limited to View Only, allow editing, or denied.

List of Existing Access Sets

Under the A tab

Under the A tab, clicking on Access Sets will bring up the list of existing access sets for your SU/District. This list varies from SU to SU and can be added to and adjusted when needed.

This list can only be edited under the A tab.

Clicking on the Edit button in front of an access set will let you see how each of its elements has been set up, as well as allowing you to make any adjustments if necessary.

Under the DATA tab

Under the Data tab, editing a staff and clicking on Access Sets will also lists the existing Access Sets.

This list can NOT be edited under the Data tab, ONLY under the A tab.

How to Edit a Staff's Access Sets

A staff account can be edited under the Data tab/Staff List OR under the A tab/Staff.

- Find the staff you're interested in
- Click Edit button in front of it
- Click on Access Sets tab
- Check and/or uncheck any access sets as needed
- Hit the Save button

How to Edit an existing Access Set

Under the A tab:

- Select Access Sets
- Click on the Edit button in front of the Access Set you wish to edit
- Select the element/tab (Name, Demographics, Curriculum Development, Assessment Data) you wish to edit
- Make your changes by selecting the All feature (to set the default for all) or clicking individual radio buttons as needed
- Hit Save to save your changes.

How to Create a New Access Set

If the access set you want isn't listed in the existing Access Sets list, you need to create it before it can be assigned to a staff.

When creating the new access set, you can go through every element/tab (Name, Demographics, Curriculum Development, Assessment Data) and set them all up BEFORE you hit Save. Clicking on Save gets you out of the edit dialog so, clicking only ONCE at the end will prevent you from having to go back to continue the set up. You can travel from one element to another and click Save at the end to save all the changes you have made in all the elements (tabs).

Under the A tab:

- Select Access Sets
- Click on +Add Access Set button at the top
- Under Name tab, type in the name and add a description if you'd like (optional).
- Under Demographics tab, by default, all is set to no access (red circle).

Clicking in the All row (blue row at the top) under the eye icon would change the Default to View Only all demographics. If any view access shouldn't be given at all, manually remove them by clicking the radio button under the red circle. If any of them should be editable, manually click on the radio button under the pencil icon column instead.

Clicking in the All row (blue row at the top) under the pencil icon would change the Default to Edit all demographics. If any view access shouldn't be given, manually remove them by clicking the radio button for them under the red circle. If any of them should be viewable only, manually click on the radio button under the eye icon column instead.

You can also keep the Default under the red circle - which gives NO access to anything, and just manually adjust where access should be given, if at all.

- Under Curriculum Development tab, by default, all is set to no access (red circle) for TYPES, GRADES, and SUBJECTS.

For TYPES, GRADES, and SUBJECTS, you have the ability to set the default access for all to none (red circle), View Only (eye icon), or Edit (pencil), and can also manually set individual ones.

For any access to Curriculum Development to even be possible, the access set must be set to give some access to at least one Type, one Grade, and one Subject. Without all three elements, access is NOT possible.

Clicking in the All row (blue row at the top) under the eye icon would change the Default to View Only. If any view access shouldn't be given at all, manually remove them by clicking the radio button under the red circle. If any of them should be editable, manually click on the radio button under the pencil icon column instead.

Clicking in the All row (blue row at the top) under the pencil icon would change the Default to Edit. If any view access shouldn't be given, manually remove them by clicking the radio button for them under the red circle. If any of them should be viewable only, manually click on the radio button under the eye icon column instead.

You can also keep the Default under the red circle - which gives NO access to anything, and just manually adjust where access should be given, if at all.

- Under Assessment Data tab, by default, all is set to no access (red circle) for TYPES, GRADES, and SUBJECTS.

For TYPES, GRADES, and SUBJECTS, you have the ability to set the default access for all to none (red circle), View Only (eye icon), or Edit (pencil), and can also manually set individual ones.

For any access to Assessment Data to even be possible, the access set must be set to give some access to at least one Type, one Grade, and one Subject. Without all three elements, access is NOT possible.

Clicking in the All row (blue row at the top) under the eye icon would change the Default to View Only. If any view access shouldn't be given at all, manually remove them by clicking the radio button under the red circle. If any of them should be editable, manually click on the radio button under the pencil icon column instead.

Clicking in the All row (blue row at the top) under the pencil icon would change the Default to Edit. If any view access shouldn't be given, manually remove them by clicking the radio button for them under the red circle. If any of them should be viewable only, manually click on the radio button under the eye icon column instead.

You can also keep the Default under the red circle - which gives NO access to anything, and just manually adjust where access should be given, if at all.

- Hit the Save button