AEFIS User Roles

Updated:  September 2022

Description:  This guide will teach you about the different user roles in AEFIS and what permissions those roles have.  Under each role, a grid of permissions will be provided.  Please note that the permissions denoted will only apply to the level of the role.  So if a user is a College Admin for one College, they will only have that permission within that College.  If a user is a Course Coordinator for one Course, they will only have those permissions within that Course.

Applicable To:  Institution Admin

To Add/Update User roles, please see this guide. (Institution Admin Only)

Note: Any of these roles, with the exception of Student or Faculty/Instructor roles, may be added as Read Only, which means they can only view and not edit the items they have access to.

Assessment Office: This role creates and tracks evidence from assessments - conducted within courses, course sections and programs.

College Academic Liaison: College-level role used for Data Collection workflows.   Only has access to Data Collections where this role is used.

College Admin: College Admin are able to access all data, view reports/analytics and manage all functionalities under their assigned academic College.

College Assessment Leader: This role has access to program assessments, self studies, and strategic plans (accreditation purposes) underneath a specific College and its respective Departments.  Applies to Colleges and Administrative Units.

College Experience Manager: This role can only manage the Experience Placement solution for their College.

College Survey Admin: This role can create, schedule and edit surveys that are assigned to departments and courses under a specific College. In addition, users are able to view other surveys and data within their College.

Course Academic Liaison:  This role is used in Data Collection workflows and can only access the Data Collection where the role is used.

Course Coordinator: Course Coordinators are able to access and manage all default settings for the courses that are assigned to them.

Course Designer:  Course Designers can be set at the College, Department, Course or Course Section level to add, edit or delete course learning outcomes, edit the syllabus at the Course Section level, can view LMS assignments or AEFIS assignments, can complete assignment linking at the Course Section level, and view Course Section assessment data.

Course Section Director: This role serves as one of the 3 Instructor roles in AEFIS. Course Section Directors manage course section settings that have been made editable by the Institution. Like the other instructor roles in AEFIS, Course Section Directors are assigned to specific course section(s).  Their permissions are specific to the sections they are assigned to.  Course Section Directors can see ALL survey results for their section(s), including the results for instructor-type questions for other instructors in their section if it is co-taught.

Dean: This role has the same permissions as a College Admin.

Department Academic Liaison: Department-level role used for Data Collection workflows.  Users with this role can only participate in Data Collections where this role is used in the workflow.  It has no permissions.

Department Admin: Users with this role are able to access all data and manage all functionalities in their assigned academic Department.

Department Assessment Leader: This role has access to program assessments, self studies, and strategic plans (accreditation purposes) underneath a specific department and its respective programs.

Department Experience Manager:This role can only manage the Experience Placement solution for their Department(s).

Department Survey Admin: This role can create, schedule and edit surveys that are assigned to departments and courses under a specific Department. In addition, users are able to view other surveys and data within their Department.

Evidence Bank Curator: This role has the permission to submit evidence in the Evidence Bank. This role also approves and rejects evidence that has been created and stored in the Evidence Bank by the Evidence Bank Contributor. 

Evidence Contributor: This user is able to add evidence to the Evidence Bank.

Graduate College Academic Liaison: College-level role used for Data Collection workflows.   Only has access to Data Collections where this role is used.

Graduate College Admin: College-level role used for Data Collection workflows.   Only has access to Data Collections where this role is used.

Graduate College Committee: College-level role used for Data Collection workflows.   Only has access to Data Collections where this role is used.

Graduate Dean: College-level role used for Data Collection workflows.   Only has access to Data Collections where this role is used.

Institutional Admin: Institutional Admin are able to manage and control all solution functionalities in AEFIS; access all institution-wide data; set user permissions; and monitor AEFIS integration with campus systems.

Institution Assessment Leader: This role has access to all program assessments, self studies, and strategic plans (accreditation purposes) across the Institution. 

Instructor: Instructors are able to access, manage and control content in their assigned course sections. All instructors are automatically assigned the Instructor role through the Course Section feed received from the Student Information System when they are included in the Secondary Instructor field.  Instructors can not see other instructor-type course evaluation results, except for those submitted for Teaching Assistants.  This is the difference between the Instructor and Course Section Director Role.

Institutional Survey Admin: This role allows users to create, schedule and edit all surveys of the Institution. 

Institutional Experience Manager: This role can only manage the Experience Placement solution for the Institution.

Preceptor: This role can be given to an external or internal user. This role is also commonly assigned as a student assessor within a given course section.  This is typically given to external uses - for example clinical supervisors or outside assessors, who do not have access to your AEFIS instance through your single sign on (SSO).  This role can not see any course section information or student assessment/assignment information for students they are not directly assigned to in a course section.

Program Coordinator: Program Coordinators are able to access and manage all default settings for the Programs that are assigned to them. Additionally, they can enable program assessments, build their program’s curriculum map, and manage assessment reports.

Self Study Chair: This role is the owner of the self study, which is created by an AEFIS Admin or Institution Admin. This role has the highest access and editing power within that specific Self Study.

Self Study Institution, College or Department Chair:  This role can view and edit all self studies created within their level of the hierarcy.

Self Study Liaison: This role serves as the second highest command of a specific self-study. Essentially, this role can evaluate, review the content of each self-study section and adjust the initial rubric score if necessary.

Self Study Section Approver: This role allows users to approve of the content added to specific self-study sections to which they are assigned. 

Self Study Section Editor: This role allows users to add and edit content in the self-study sections, to which they are assigned. 

Strategic Plan College Chair: This role has access to all strategic plans under their College. This user is meant to be the admin and moderator of said strategic plans. 

Strategic Plan Department Chair: This role has access to all strategic plans under their Department. This user is meant to be the admin and moderator of said strategic plans.

Strategic Plan Institution Chair: This role has access to all strategic plans across the Institution. This user is meant to be the admin and moderator of said strategic plans.

Strategic Plan Objective Editor: This role has access to edit Strategic Plan objective(s) to which they are assigned.

Student: Once student information is imported through the data files, automatically creating student accounts, students have access to courses, surveys and assignments - to which they are assigned.  

Teaching Assistant: This role is given to users who will assist Instructors or Course Section Directors with assessments, assignments, and surveys - conducted within a course section. This is assigned through the course section file under the Teaching Assistant field, or assigned directly in the Course Section user interface.