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What do the different roles in User Management really mean?

Your “Role” may be called something new: but don’t worry, it’s only because we’re standardizing the way we name your access in the system. We’re working to cut down on confusion between role access in our system and job titles, and so you may see a shift in how ASH refers to you. See the list at the end of this article.  

Customization is key: In addition to the 8 typical roles (Academy Lead/Admin, District Lead/Admin, Teacher, Superintendent, Counselor, and Principal), there are 8 custom roles that can be added to anyone's profile. Because each academy, school and district is unique, we want to provide the easiest way possible to make sure that the system works for you.  Keep in mind, some of these custom roles give access that is already included in the 8 typical roles. (For example, an Academy Lead doesn't need to be given the 'Student Data Entry' role, because Academy Lead already gets that access by default).

Roles put you in the driver’s seat, and help us keep student data safe: and the new system is going to make it easier for the right people in your school’s leadership to view, add, and edit information. These controls will help you and your NAF Portfolio Managers to make quick changes securely, and move personnel on and off of the system without undue delay.   

Tools take culture: and culture takes time. If we were all hammering nails, a hammer would be just the thing for all of us. But managing student and academy data across our national network can be a complicated setting. Operationally, districts, schools, and even different academies within a school can work differently, making our tasks more unique. While it might take some time to get used to the new way of working on ASH, we hope you’ll stick with us and work with us as we dial things in. 

Role Matrix April 2022

Below you will find a list of the roles and definitions for each role:

District Lead : a person who is serving in a district role and has leadership in all academies in the district. This person has full access to every part of the NAF system including entering and editing student and academy data, advisory board data and information and any district information. They also have access to user management; meaning this person can add teachers, advisory board members and all other individuals to the system and assign them with the appropriate roles and permissions.  

District Admin : a person at the district level, intended for the situation where a district team is working to oversee the NAF academies. This role is essentially the same as District Lead, as far as NAF access goes. District Admins are the member of the district team that will provide data and administrative leadership and will enter data for the district as well as train academy staff members on necessary data entry. 

Academy Lead : a person serving as the leader of an academy or academies in one school. This person has full access to almost every part of the NAF system including entering and editing student and academy data, advisory board data and academy information. They also have access to user management, meaning you can add teachers, advisory board members and all other individuals to the system and assign them with the appropriate roles and permissions. 

Academy Admin : a person at the academy level, intended for the situation where an academy team is working to oversee the academy or academies in one school. Academy Admins are the member of the academy team that will provide data and administrative leadership and will enter data for the academy or academies as well as train academy staff members on necessary data entry. 

Advisory Board Members have access to all advisory board members associated with an academy advisory board or advisory board associated with multiple academies or school districts. They also have access to NAF curriculum, official academy data (no individual student information) as well as national NAF reports and resources related to work-based learning and corporate engagement. Their role as an advisory board member also gives them access to the advisory board data dashboard and any specific documents related to the board or boards of which they are a member. 

Teacher access is designed for someone who is a teacher/instructor in a NAF academy. They have access to the Quality Center (read only) as well as resources related to curriculum, work-based learning, reports, and other resources. You can enter and edit student data including uploading students, creating, and managing classes as well as entering and editing all work-based learning activities. Note: They do NOT have access to enter or edit data in the Quality Center (including Data Collection and Academy Assessment). 

Superintendent access is designed for someone who is the superintendent of the district where one or more NAF academies are located. This role should only be assigned to the person who is superintendent of the district and not a representative of the superintendent. They will have access to view data including Quality Center, student data, curriculum, and work-based learning and other resources. 

Principal access is designed for the principal of the school where one or more NAF academies is located.  The role should only be assigned to the person who is principal of the school and not a representative of the principal.  Their role provides access to view data including Quality Center, student data, curriculum, and work-based learning and other resources. 

Counselor access is designed for the counselor of the school where one or more NAF academies is located.  The role can be assigned to multiple individuals, but should only be assigned to the person(s) who are school counselors of students in the NAF academies.  They will have access to view data (read only) including Quality Center, student data, curriculum, work-based learning and other resources.   

Student Management will have access to enter and edit student data including uploading students and managing individual student data.  This is a limited permission and does not provide access to enter or edit data related to classes or work-based learning. 

Class Management will have access to enter and edit class data including creating classes, assigning students to classes, entering or changing grades and administering end of course (EOC) assessments.  This is a limited permission and does not provide access to enter or edit individual student data or work-based learning data.

WBL Management will have access to enter and edit work-based learning data including use of the WBL Tracker, internships, individual student experiences and any other student related work-based learning data.  This is a limited permission and does not provide access to enter or edit individual student data or class management data. 

Official Reports will have access to all official reports for an academy, academies or district to which the user is assigned.  Official reports are only those reports that are finalized, summative and do not provide real-time data.  This is a limited permission and does not provide access to any other data entry or reporting.

Live Reports will have access to all live reports for an academy, academies or district to which the user is assigned.  Live reports include real-time data and are not finalized reports or summative, but are meant to be used throughout the course of NAF academy leadership.  This is a limited permission and does not provide access to any other data entry or reporting.   

Student Data Entry will have access to enter and edit all student data including student management, class management and WBL management.  It can be assigned to an individual who should have access to enter and edit all student data.  This permission is a limited permission that combines three individual permissions (student management, class management, and WBL management) for the individual who should be managing this type of data.

Academy Data Entry will have access to enter and edit academy data including Quality Center (Data Collection, Academy Assessment and Action Plan).  This is a limited permission and does not provide access to any other data entry or reporting.