This article explains the rights that can be granted to provide users with specific levels of access in Aware, including what each right allows users to do in the system.
Rights are the permissions assigned to users that determine which actions they can perform within the system. Assigning rights allows system administrators to control who can create, edit, view, or manage different aspects of the platform. For more information about roles and rights, see Setting User Roles and Rights.
Only users with the Manage Users right can grant rights to other users. To grant rights to another user, access the Users screen in Management, search for and select the user from the Users list, and then navigate to the Rights tab. Select the checkbox for each right you want to assign to the user and then click Save.
Rights FAQ
How do staff members who work with students but do not have scheduled rosters access student data?
Create Student Access Lists for staff members such as a Special Ed Co-teacher, Dyslexia teacher, Gifted and Talented facilitator, or any other professional who works with students and doesn’t have scheduled rosters.
What does the Analyze Subject right allow a user to do?
This right allows the user to analyze all data for all teachers across a given subject area. An example would be a Department Chair in a high school who needs to look at the test data for all teachers who teach 9th grade ELA or any other ELA courses. The subject data access is determined by the roster, not by the user profile.
What does the Analyze Grade Level right allow a user to do?
This right allows the user to analyze all data for all teachers within a grade level. For example, a Grade Level Chair who views all test data for all teachers in a grade may be given this right. That user may need to view state-level or local test data for all 3rd-grade students. The grade level data access is determined by the roster, not by the user profile.
To whom would you give the Edit Student Test Scores right?
Only the District Test Coordinator should have this right, if at all.
To whom would you give the Edit Student Inventory right?
Non-teachers who need to score student inventories may be given this right.
To whom would you give the View Student Economic Status right?
A “legitimate educational interest” must be considered when granting access to private student data. Socioeconomic status is provided by the Department of Agriculture’s free and reduced lunch programs. Local decision-makers should keep this in mind as they assign this right to users. Typically, campus principals are educators who have access to these data.
What is the difference between the Import Test Files right and the Import External Data Files right?
Import External Data Files is no longer used by the system. Please assign the Import Test Files right to any users who need to import test data.
Should the Delete Others Local Assessment Tests right be removed from most users who have been assigned the Data Administrator and Campus Administrator roles so no one can accidentally delete an important test?
This right can be removed to prevent accidental data loss. Once a test is deleted, it is gone and cannot be restored. If a test is deleted, there will be a database log of that instance.
Roles FAQ
To whom would you give the Principal role on a campus?
This role would be assigned to a Principal, Assistant Principal, Counselor, or Academic Coach. You can grant the Principal role to anyone who needs campus-wide data access, but does not need to see teacher tests.
What roles would you give to campus nurses if you want them to be able to view and contribute to student forms but not see student test data?
Grant school nurses the Campus Forms Administrator role and ensure the correct campus is selected by clicking Add ( + ) next to the role. Then remove the Create Student Forms selection on the Rights tab so that View All Student Forms is the only selection left.
If multiple teachers want to be able to view the journal of a single student, what role would they need?
Grant the Principal role and remove other associated rights not wanted. Teachers can then see all journal actions for the entire campus.
There are campus teachers who do not have rosters (primarily Special Education and Intervention Teachers) who need to be able to see District and Campus Summary data. They also need to be able to look at summary information and use Quick Views for the group of students they serve. They should not be able to see other campus or teacher information, nor should they see students they are not serving.
Based on the scenario, there are two options:
Teachers can make a student access list but cannot see district, campus, or any other summary information. They can only see individual student data.
Teachers can be assigned the Principal role, but this allows them to see all students on a campus.
What does the Campus Testing Coordinator role do?
Campus Testing Coordinators can print answer documents for teachers to give to students and start online testing in the event that a teacher is absent. Grant the Campus Testing Coordinator role to users who help administer tests. For example, you might grant this right to the Principal and Campus Local Assessment Printer.
Campus testing coordinators cannot cannot create local assessments or print test booklets for district-level tests. Booklets must be printed and distributed by the district or provided electronically in a secure manner for local campus testing coordinators to print.
To whom would you assign the District Data Administrator role?
Assign this role to anyone who needs to create district-level assessments for the entire district. They can select the campuses that need access to specific tests.
To whom would you assign the District Data Viewer role?
Assign this role to anyone who needs to see all data for all tests.
To whom would you assign the Campus Administrator role?
Assign this role to anyone who who needs to build campus-level tests, but not access data analyzing. This includes one campus or multiple campuses, depending on which campuses are selected when a role is set. This right cannot see the district-level test items or answer keys.