Purpose

To control the access of user Security Roles to Enrolment Step functionality

SubSystem

Enrolments

System Security Role

A student's Enrolment Details are recorded and maintained primarily using the Record Enrolments form (ENRF3000). That form consists of three main screens, buttons and T-list (2) items. Selection of a T-list item displays a set of data related to a particular function. All staff with access to these functions can view the data contained in T-list items.

The data entry process is defined in the System by a number of procedure steps, each corresponding to the use of a screen, button or T-list item. These are recorded and maintained using the Maintain Enrolment Category Procedure Detail form (ENRF0192).

This form is used to control the ability of staff, via their Security Roles, to add, modify or delete data contained in T-list items. This block is used to query and display the Security Roles recorded in the System. The block below is used to grant the ability to update T-list data to the Security Role displayed in this block.

For example, the Security Role ADMIN is granted to staff entering Enrolment data. They require update access on all T-list items in order to perform their duties. The Security Role FACULTY is granted to Faculty Administrators. Their duties require them to be able to see the T-list data for 'their' students but not change it in any way. By displaying Security Roles ADMIN or FACULTY in this block, the ability to update each T-list item for each of these roles can be specified in the block below.

System Enrolment Step Type Access

This block is used to specify the T-list Enrolment Steps which can be performed by users granted the Security Role displayed in the block above.

Enrolment Steps are System defined. They are grouped, according to the type of Enrolment information being dealt with, into either Person, Course or Unit Steps. The steps belonging to a particular group are only displayed when that group is selected from the list of values at the top of this block.

There are two ways of creating an initial set of steps for a Security Role. Which way to choose will depend on the number of steps involved:

• Where all, or the majority, of steps are to be permitted to the role, it is easiest to select the Default button. This causes the entire set of steps for all groups to be listed, with permission to perform all steps granted. The records can then be amended to deny permission for particular steps.
• Where only a few steps are to be permitted to the role, these steps can be selected record by record for each group in turn. Permission is automatically denied for any step not selected using this method.

Instructions on using these two methods are given below.

For example, the Security Role ADMIN is assigned to staff who require the ability to update all T-list item data. This is achieved by defaulting all T-list steps to the role and leaving their Perform Enrolment Step check box selected.

If the Security Role FACULTY was used instead for staff who required limited update access, for instance the ability to change a student's expected Course Completion period and self help group election, this is achievable in two ways:

• default all T-list steps to the role and deselect all of their Perform Enrolment Step check boxes, except those for steps SELFHELP and COMPLETION, or the easier option
• create two records, selecting SELFHELP and COMPLETION from the list of values containing all T-list Enrolment Steps.

The System Security Role block contains:

• Security Role
• Creation Date
• Description

The System Enrolment Step Type Access block contains:

• Enrolment Step Type
• Description
• Perform Enrolment Step check box

  Button

  • Default Steps

A user cannot process data in T-list steps of the Record Enrolments form ENRF3000 unless:

• The required steps have been assigned to their Security Role using this form, and
• Those steps have the Perform Enrolment Step check box selected

To inquire on a System Security Role, using the Maintain System Enrolment Step Access form:

• Navigate to the System Security Role block
• Enter Query mode
• Enter query details in the appropriate field (optional)
• Execute the query
• Scroll through the records returned until the required Security Role is located

To initially create a set of permitted Enrolment Steps for a Security Role, using the Maintain System Enrolment Step Access form:

• Ensure that the required Security Role is displayed in the System Security Role block.
• Navigate to the System Enrolment Step Type Access block.
• Enter Insert mode.
• Enter the required steps. Either follow the instructions under Method 1 or those under Method 2 :
  • Method 1
    Select the Default Steps button. The complete set of available Enrolment Steps in all groups will be assigned to the Security Role, with permission granted. Steps not permitted to the role can then be deselected.
    To deselect:
    • Select the appropriate Step group (either Person Steps, Course Steps or Unit Steps) from the list of values.
    • For each step which is to be denied permission, click in the corresponding Perform Enrolment Step check box to remove the check mark.
  • Method 2
    Select a step group from the list of values.
    • Select a step from the list of values (or key a valid value) in the Enrolment Step Type field of a blank record.
    • Continue selecting required steps as above.
    • When all required steps for a step group have been added, repeat Method 2 for other step groups.
• Save.

Rules/Notes:

The set of available steps is System defined.

Steps may not necessarily be defined for all three groups.

A check mark in the Perform Enrolment Step check box indicates that permission is granted to perform the corresponding step. To deny permission, remove the check mark.

When using Method 1, selecting the Default button automatically performs a save at that point.

When using Method 2, permission is automatically denied to all steps not selected.

To add Enrolment Steps for a Security Role, using the Maintain System Enrolment Step Access form:

• Ensure that the required Security Role is displayed in the System Security Role block
• Navigate to the System Enrolment Step Type Access block
• Select a Step group from the list of values
• Enter Insert mode
• Select a step from the list of values (or key a valid value) in the Enrolment Step Type field of a blank record
• Continue selecting required steps as in 5
• For other step groups, repeat from 3
• Save

Rules/Notes:

This facility is most likely to be used when a small set of steps for a Security Role was created initially, and it is now required to extend the set.

When a step is added, permission to perform this step is granted by default (the Perform Enrolment Step check box is selected).

To modify an Enrolment Step using the Maintain System Enrolment Step Access form:

• Find the record to be modified
• Modify the record as required
• Save

Rules/Notes:

The only possible modification is to change the value of the Perform Enrolment Step check box.

The effect of removing the check mark from the Perform Enrolment Step check box is the same as deleting the record. In both cases, the ability to perform the step is blocked.

To delete an Enrolment Step using the Maintain System Enrolment Step Access form:

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

For a more complete picture of the capabilities of a role, it is preferable to deselect the Perform Enrolment Step check box, rather than delete the record.