Defining User Roles in Your District

In the District view, Aspen contains many default roles for each group of users, including:

• Grading Manager
• Instructor
• Student Attendance Manager
• Guidance Counselor

Within each default role, user privileges are predefined by Aspen. For example, the Nurse role has privileges to access health data, but not conduct data. Roles also determine which views users can access, such as the Health and School views for the Nurse role.

You can further limit a user's role to a particular school and restrict the user to only accessing the school from within that building and not from other locations. As an example, the nurse can access health data for the middle school while in that school. But when signing on to the Family portal from home, she can view information about her high school student, but she cannot access the School view for the middle school and/or students' health data.

You can edit Aspen's default roles and their privileges, as well as create new roles. Once you determine the areas of Aspen a role can access, you can define the specific privileges a role has in each area. For example, you might define that guidance counselors can read student attendance information but cannot update or edit that information.

Notes: View predefined privileges for the default user roles: Default user roles A-P (Alignment Specialist through Principal) Default user roles R-Z (Registrar through System Administrator) To make changes to a default role and adjust security access, it is suggested to copy the default role, then edit it before creating new roles. In addition to creating new roles, Intermediate Organization administrators can copy and customize security roles created at the District level. Only those security roles that allow access at the same organization level or below can be copied and customized.

Learn how to:

• Navigate the user roles details page.
• Define the details for user security roles, such as the specific areas of Aspen that a role can access and its privileges.
• Create and assign security tags to roles.
• Assign several users to a role at one time.
• Run the Role Access report to view the privileges by category and table for the role you specify.