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Managing roles

A District Administrator creates and manages all the roles needed for the district or school. A role consists of a scope (specific school or district-wide [>>]) and a set of permissions [>>], which enable a District Administrator to control a user's access to information and system features.

Typically, a school has from three to ten roles. Other roles are needed for use across the district. Typical roles include: District Administrator, District Health Professional, School Health Professional, School Administrator, School Secretary, and Teacher. Using permissions, it is possible for a District Administrator to create roles for more specific purposes, such as Homeroom Teacher and Non-Homeroom Teacher.

Each role is linked to a base role [>>]. When you create a new role, you choose a base role for it. The role takes on that base role's permissions, which you can then adjust to create a unique role. However, when you make changes to a base role's permissions [>>], you have the option of applying those changes to all roles based on that base role. Since this is optional, it is possible for some of a role's permission to not match those of the base role [Figure 284].

Figure 284 : Role permissions example

Table 51: Permissions pertaining to users

Creating or changing a role

Creating a role involves choosing a base role, naming it, setting its scope, and setting its permissions. Once you have created a role, you can change much about a role but not its scope. In other words, you create a role for a school or for the district. For the purposes of creating or making changes to it, you have the option of making a role inactive across the system, that is, user accounts may have this role assigned but the users are not able to use it.

To create or change a role [You can do this if your role is District Administrator.DA]:

1

In the Admin menu, click District Setup. The District Setup page appears.

2

Under Users and Security, click Roles. The Roles page appears [Figure 285].

3

Click Add. The Add Role page appears.

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To edit a role, click a role's name and click Role. The Edit Role page appears [Figure 290].

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To delete a role, select it and click Delete.

4

Under General, enter or change Information.

5

Under Permissions, set permissions [>>] for this role.

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Caution: When you change one or more permissions, log out of PowerSchool SMS then log back in—this ensures that PowerSchool SMS saves the change.

6

Click OK.

Figure 285 : Roles page

Figure 286 : Edit Role page

Assigning a role to a user account

A user account [>>] can have one or more roles assigned to it. As a District Administrator you can assign a role to one or more user accounts at a time. When users with multiple roles sign in to PowerSchool SMS, the role that provides the most access (within the associated scope [>>]) is applied. Note: When you assign a role to a user account, that user may receive standard alerts associated with that role [>>]. Note: If the system employs a directory service, you can use this service to assign roles.

To assign a role to a user account [You can do this if your role is District Administrator.DA]:

1

In the Admin menu, click District Setup. The District Setup page appears.

2

Under Users and Security, click Accounts. The Accounts page appears [Figure 279].

3

For Scope, choose a list of user accounts to display. Choices include all users on the system, district users only, users at all schools, or users at specific schools. PowerSchool SMS displays a list of users.

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Or search for user accounts based on last and/or first name.

4

Select one or more users in the list.

5

Click Assign/Remove Roles. The Add/Remove Roles page appears.

6

From the Available roles list, select one or more roles and click Add to move them to the Selected roles list.

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To reduce the Available Roles list to particular type of role, choose a Role Scope.

7

Click OK. PowerSchool SMS assigns the Selected roles to the selected user accounts.

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To remove the Selected roles from the selected user accounts, click Remove.

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