Assign security roles for the Special Education View

Before you assign users to the appropriate security roles, make sure their staff record indicates that they are listed in Staff pick lists in the Special Education view.

To enter or view staff member details:

1. Log on to the District view.
2. Click the Staff tab.
3. Select a staff member.
4. Click the Details side-tab.
5. Select the checkbox at the Special Education field.
6. Click Save.

You can then assign users to Aspen's two predefined security roles for the Special Education view:

• Special education user role: Most users assigned to the special education user role used to grant or restrict access to a group of users (such as teachers or nurses) to different areas and functions in Aspen perform all day-to-day tasks in the Special Education view, including:
• Editing IEPs with the Draft status.
• Referring students to the special education program.
• Renewing IEPs.
• Viewing, but not editing, any IEP with the Active status.

Note: Normally, IEPs with the Active status should not be edited. Once an IEP Individualized Education Program moves from Draft to Active with the completion of the Initial Referral, Renewal, or Amendment workflows, the IEP becomes a legal document, and must be amended.

• Special education manager role: You can assign all special education managers the special education user role and the special education manager role, which grants them the following additional special privileges:
• Edit IEPs with the Active status.
• Override an IEP status.
• Delete an IEP.
• Amend IEPs.
• Override a student’s special education status.
• Manage progress reports, including preparation of progress reports for all case managers.
• Override the restriction for exceeding the conduct action threshold for special education students.

To grant the special education manager role these special privileges:

1. Log on to the District view.
2. Click the Admin tab.
3. Click the Security side-tab.
4. Select the Special Education Manager role, and click Details on the Roles side-tab. The details of the role appear.
5. Next to Security Access, click the Category drop-down to select Special Education. The Security Access area displays all system tables in the Special Education category.

6. Note: Except for the last privilege, Access previous IEP records in Staff view, the checkboxes in the Other column of the IEP Data section are selected by default for the special education manager role. To grant this privilege to one special education user who is not a manager, create a special role for that user.

6. The following table lists how to grant users with a security role some additional privileges:

7. Privilege	Description
   The following privileges are in the Special Education category, Other column:
   Manage progress reports	Grants user the privilege of preparing progress reports for all IEPs. If you do not select this checkbox, users can prepare progress reports for their IEPs only.
   Directly add progress reports	Grants user the privilege to add or delete progress reports for the students whose cases they manage. If your district has one person prepare and send all progress reports, you might not select this checkbox for all users. This way, only one person can prepare and manage progress reports.
   Manage district goal bank a collection of goal text with objectives that you use often	Grants user the privilege to add, edit, and delete goals in the district goal bank, which is available to all special education users in your district.
   View all special education students	Grants user the privilege to view IEPs for all special education students. If you do not select this checkbox, users with this role can view only IEPs for which they are one of the following: Case manager Service provider Entered as a staff member in one of the user-defined custom staff special education fields (OID object identifier 2 or 3) Note: Use the Filter menu to view a list of students by status in the Special Education view on the Student and IEP tabs row of buttons across the top of the Aspen user interface. The filter is not impacted by the setting of the View all special education students checkbox. See Filter Which Students or IEPs Display on a List Page.
   IEP administrative override	Grants user the privilege to override the IEP status and the special education student status, and exit the student from special education.
   Access previous IEP records in Staff view	Allows user to access Previous IEPs (IEPs that are no longer active) in the Staff view. The user must also have: access to the Staff view read access to the IEP Data table
   The following privilege is in the Student category, Other column:
   Override conduct restrictions	Allows user to enter an unrestricted number units/days of conduct actions for students on IEPs. This overrides the conduct action threshold restricts how many times certain conduct actions can be entered for students on Individualized Education Programs (IEPs) for special education students set in the DistrictConduct preferences. When a user with this privilege adds a day/unit of conduct action for a special education student who has met the threshold per incident, he or she is able to override the restriction and continue adding the action.

7. Click Save.