Add or Edit Permissions for Staff

Use the Specialized Permissions page to specify the general permissions for staff members.

If a staff member is a member of a group with a Parent Group For groups of Instructors and Admissions Representatives, select the type to set up a template so that you can specify the permissions for the group. Any staff member you add to the staff group inherits the specialized permissions selected for that group. of Instructor Group and Admissions Rep Group and the group was configured to be a template, they have the permissions specified for the group. When you display the permissions for the staff member, the permissions inherited from the group are not shown here. The page shows the default permissions instead.

You can also add instructors and admission representatives and specify their general permissions from more than one location in Anthology Student. If you access the page from Processes > Academic Records > Instructor Maintenance or Processes > Admissions > Admissions Representative Maintenance, only the General tab is displayed. On the tab, you can specify these values.  

• Allow User to Customize Search Form If you selected the Allow Access to Global Student Search check box, you can then select this check box to specify that staff members can customize the Search results page displayed using the search in the command bar. The default is Yes.
• Student Search Result Properties In the grid, select the properties that you want displayed as the default properties in the student search results for the staff member. If the staff member customizes the properties, the first and last names cannot be removed. If you want to include all the properties as the defaults, select the Select check box in the column heading of the grid.

If you accessed this page from the Settings tile, you can also use the page to specify module-specific permissions for staff members. From the Settings tile, the page also displays one tab for each module except for Contact Manager. (Contact Manager settings are on the Contact Manager tile instead.) 

For example, you can specify whether the staff member can:

• View the social security number for a student in the interface (General tab) 
• Transfer a student from one campus to another (Academic Records tab) 
• Edit disbursements when awarding and packaging financial aid (Financial Aid tab)

When you add permissions from the Settings tile, they are added to any permissions that the staff member might have for their groups.

Prerequisites and Access

You should be familiar with: Working with Instructors and Admissions Representatives.

Type of Staff	Access	Authorizations:
Admission representatives	Processes > Admissions > Admissions Representatives Maintenance > select or add a staff member > Specialized Permissions	Common - Processes - View Admissions - Processes - Admissions Representative - Manage
All staff	Settings > System > Staff > select or add a staff member > Specialized Permissions	System - Settings - Staff - Manage
Instructors	Processes > Academic Records > Instructor Maintenance > select or add a staff member > Specialized Permissions	Common - Processes - View Academics - Processes - Instructor Maintenance - Manage

The remaining prerequisites apply to specific cases.

• To edit the values for System Administrator (code ADMINISTRATOR), you must be logged in as the System Administrator.

• To specify permissions for housing, your institution must have a license for Housing, and it must have been enabled when Anthology Student was installed.

Add or Edit Information

The table shows whether the permission can be selected: 

• For individual staff members

• When you configure templates for groups with a value of Instructor Group or Admissions Rep Group selected for Parent Group

For example, you cannot specify Automated User If you are using Financial Aid Automation (FAA), select the check box to specify that the staff member is the automated user. You can only specify one staff member. The staff member must be active, unlocked, must have a password that does not expire, and All Campuses must be selected for the Campus Group. The automated user can then be selected from the drop-down list to resolve Exception Processing Auto Resolve Type III exceptions. Anthology Student assigns all exceptions that are auto-resolved by the pool to the Automated User, except for the original exception that was resolved. for a group, but you can specify it when you add or edit the staff member.

General Tab

Settings	Group	Members
Allow Access to Global Student Search Select this check box if you want the staff member to be able to use the search in the command bar to search all students on all campuses in the system. If a student belongs to a campus where the staff member is not authorized, the student will show up in the search results, but they will not be able to display their Student Profile. For this option to work for staff members, your institution must also have selected Yes for Allow Global Search on the Settings page. (Settings > System > General.) When not selected, Anthology Student limits the search to the authorized staff member's campuses.	X	X
Allow access to Social Security Number on UI Select this option to allow the staff member to view social security numbers (SSNs) on specific forms and on the Setup Template for Instructor Groups and Admissions Rep Groups.	X	X
Allow edits to Zip Code Zone Select this option is you want to give the staff member permission to change the value in the Region on a student inquiry (Students > select the student > Admissions > Inquiries).	X	X
Allow reporting access to Social Security Number Select the check box if you want the staff member to view, print, and export social security numbers (SSNs) for all reports from the Reports tile and when they export lists that contain columns with the social security number. The social security number will be a selectable option from the Student ID to Print drop-down list on the Report Selection Information page, will appear on the selected report, and will be available for export. This feature applies to custom reports that use Anthology Student stored procedures. If the SSN is a specified field on the report and the staff member or staff group does not have permission, the phrase "SSN Blocked" is printed on the report instead of the social security number. The SSN is also not displayed for export.	X	X
Allow User to Cancel Class Section Select this check box if you want the staff member to be able to use the Cancel Class Section option on the class scheduling page.		X
Allow User to Customize Search Form If you selected the Allow Access to Global Student Search check box, you can then select this check box to specify that staff members can customize the Search results page displayed using the search in the command bar. The default is No.	X	X
Select from the properties for Student Search Result Properties In the grid, select the properties that you want displayed as the default properties in the student search results for the staff member. If the staff member customizes the properties, the first and last names cannot be removed. If you want to include all the properties as the defaults, select the Select check box in the column heading of the grid. Address Admissions Rep Campus E-mail Address Enroll Date Enrollment Num Start Date Exp Start Date First Name Last Name Lead Date Middle Name Mobile Phone Phone Preferred Name Program Program Version SSN Status Student ID Student Number Work Phone
Allow User to Select the Report Server This option has not been implemented yet.	X	X
Default to Report Wizard This option has not been implemented yet.	X	X
Enable User Toolbar Select the check box if you want staff members to be able to customize their toolbar.	X	X
Keep Track of Recently Accessed Student Search Select the check box if you want tiles for the recently accessed Student Profiles to be displayed in the Recent list for staff members on the Home page.	X	X
Override EIS Report options Select the check box to allow staff members to change the executive summary reports.	X	X
Show Default at Start Up Select the check box if you want Anthology Student to display the Set Session Defaults dialog each time the staff member logs in. When displayed, staff members can change their campus and other session options (such as the term).	X	X

Student Accounts Tab

Settings	Group	Members
Allow User to Edit Manual Type Refund Calculations Select the check box to give the staff member permission to edit refund calculations that have been configured with the Manual Calculation check box selected (Students > select the student > Student Accounts > Refund Calculations). When a staff member has permission to edit, the editable fields have a white background, and the editable columns have a green background. If a staff member does not have the permission, the fields are read-only. The setting does not change the permissions a staff member has for refund calculations that do not have the Manual Calculation check box selected.	X	X
Allow user to edit Statement/Invoice/Subsidiary comment field Select the check box to give the staff member permission to edit the comment fields on student statements, third part invoices, or subsidiary statements (Processes > Student Accounts > select the option for the statement or invoice you want to print).	X	X
Multi-select of campuses for release to G/L Select the check box to give the staff member permission to use the Release to General Ledger process for campus groups that consist of more than one campus (Processes > Student Accounts > Release to General Ledger).	X	X
User is a Cashier If the campus is configured to use cashiering, select the check box if you want the staff member to use the cash drawer to post payments. If Active Directory is being used, Anthology Student validates the cashier in Active Directory. The form displays the current logged-in user and domain as user@domain. The user name field is disabled when using Active Directory. The staff member is required to enter the domain password to continue. If Active Directory is not enabled, the staff member enters their user name and password for Anthology Student to continue.	X	X

Academic Records Tab

Settings	Group	Members
Allow Access Program Transfer and Reentry Option Select the check box to give staff members permission to change programs and re-enter students for enrollment. (Students > select the student > Academic Records > Enrollments > More).	X	X
Allow Access to Connected Enrollment Option Select the check box to give the staff member permission to this option to allow the staff member access to connect or edit a connected enrollment on the Enrollments page for a student. (Students > select the student > Academic Records > Enrollments > More).	X	X
Allow Access to Transfer Campus Option Select the check box to give the staff member permission to transfer a student to another campus on their Enrollments page using the To Campus option in the Transfer Type list (Students > select the student > Academic Records > Enrollments > More > Transfer).	X	X
Allow Access to Transfer Enrollment and Campus Option Select the check box to give the staff member permission to transfer a student to another enrollment and campus on their Enrollments page using the To Enrollment and Campus option in the Transfer Type list (Students > select the student > Academic Records > Enrollments > More > Transfer).	X	X
Allow Access to Transfer Enrollment Option Select the check box to give the staff member permission to transfer a student to another campus on their Enrollments page using the To Enrollment option in the Transfer Type list (Students > select the student > Academic Records > Enrollments > More > Transfer).	X	X
Allow maximum students in class and Add/Drop date Override - All Campuses Select the check box to give a staff member permission to override the maximum class size when registering students in a class section for all campuses. During registration, a message is displayed when the maximum class size is about to be exceeded on the Student Courses page (Students > select the student > Academic Records > Student Courses). The staff member can determine if it is okay to register the student anyway. If this check box is selected, the campus setting for Add/Drop is overridden. or Allow maximum students in class and Add/Drop date Override - Users Campuses Only Select the check box to give a staff member permission to override the maximum class size when registering students in a class section for the campuses they are authorized to work with. During registration, a message is displayed when the maximum class size is about to be exceeded on the Student Courses page (Students > select the student > Academic Records > Student Courses). The staff member can determine if it is okay to register the student anyway. If this check box is selected, the campus setting for Add/Drop is overridden.	X	X
Allow Prerequisite and Corequisite override for drop/unregister Select the check box to give a staff member permission to override prerequisite and corequisite course requirements when processing a single student drop or unregister from a course that is a prerequisite or corequisite to another course on their Student Courses page (Students > select the student > Academic Records > Student Courses).	X	X
Allow Prerequisite/Corequisite registration and Maximum Course Attempts Override Select the check box to give a staff member permission to override prerequisite and corequisite course requirements when processing a single student registration in a course for which there are other courses required as prerequisites or corequisites. It also gives a staff member permission to override the maximum course attempts rule when registering a student on their Student Courses page (Students > select the student > Academic Records > Student Courses).	X	X
Allow User to Clear Waitlist Select the specialized permission if you want the staff member to be able to use the Clear Term Waitlists option from the More menu on the Class Schedules tab on the Class Scheduling page. The option clears term waitlists before the next term begins. It also gives the staff member permission to use Clear Waitlist on the Waitlist tab on the Class Scheduling page. The button clears all waitlists from the scheduled classes grid for a specific term.		X
Allow User to Fulfill/Undo Fulfill Requirements on the Degree Progress Audit Select the check box to give a staff member permission to allow the staff member to fulfill or undo fulfill requirements on their Degree Progress Audit (DPA) page (Students > select the student > Academic Records > Degree Progress Audit).	X	X
Allow User to Modify Course Section Fee Schedule during Registration Select the check box to give the staff member permission to modify the course section fee schedule during registration. Select the Class Scheduling tile, filter for a term, course, or instructor, and select Apply Filters. Select a section and open it with the hyperlink, and select the Fee Schedule tile.	X	X
Allow User to Override Academic Transcript Hold Group Select the check box to give a staff member permission to override the holds for students in the Academic transcript hold groups.	X	X
Allow User to Override Audit Designation Deadline Select the check box to give a staff member permission to override the Audit Designation Date configured for the term when converting a course from full credit to audit. The staff member can override access to convert a course from full credit to audit after the date has passed.	X	X
Allow User to Override Comparison of Course Contact with Class Schedule Hours When a staff member is creating or editing a class section, select the check box to give them permission to override the comparison Anthology Student does of the values for Course Contact Hours and Scheduled Hours. (Select the Class Scheduling tile.)	X	X
Allow User to Override Closed Term Select the check box to give a staff member permission to reopen a term when it is closed (Students > select the student > Academic Records > Student Courses).	X	X
Allow User to Override Incomplete Expiration Deadline Date Select the check box to give the staff member permission to override the value for Incomplete Exp Date when the staff member is posting final grades (Processes > Academic Records > Gradebook).	X	X
Allow User to Override Instructor Course Association Select the check box to give a staff member permission to override the instructor course association. When the check box is selected, a Show All Instructors check box will be available on the Schedule page from Class Scheduling. If the staff member selects the Show All Instructors check box, all of the instructors are displayed. If the staff member removes the check, the list contains only the instructors associated with the class section.	X	X
Allow User to Override Last day to Withdraw Restriction Select the check box to give a staff member permission to drop a course for a student even after the Last Day to Withdraw date has passed (Students > select the student > Academic Records > Student Courses > select a course > Drop).	X	X
Allow User to Override Locked Term Sequence Select the check box to give a staff member permission to override a locked term sequence.	X	X
Allow User to Override Registration Group Constraint Select the check box to give a staff member permission to register a student and assign the student to a group even though the student does not meet the criteria for the registration group (Students > select the student > Academic Records > Student Courses > add or select a course > Register).	X	X
Allow User to Override Registration Holds Select the check box to give a staff member permission to override a registration hold on their Student Courses page and register students without needing to remove these students from a registration hold group (Students > select the student > Academic Records > Student Courses > add or select a course > Register).	X	X
Allow User to Override Registration Locks Select the check box to give a staff member permission to override any configured registration locks (Students > select the student > Academic Records > Student Courses).	X	X
Allow User to Override Registration Relationships Select the check box to give a staff member permission to override Registration Relationships conflicts.		X
Allow User to Override SPE Course Progression If the Allow courses to be exempt from progression check box was selected when Financial Aid was configured for the system, select the check box to give a staff member permission to use the master override selection on the student courses which allows the course to complete a requirement (Students > select the student > Academic Records > Student Courses > select a course > More > View Course Progression). Use this feature in non-term configurations when a course is taken that is not part of the student's course list (program version course list). This way allows the course to be an elective. Or to manually correct the course usage when the system is missing information.	X	X
Allow User to Override Status Change Date Validation Select the check box to give a staff member permission to override the Number of Days for Status Changes configured for the campus and change the effective date for a status change for a student (Students > select the student > Academic Records > Status History).	X	X
Allow User to Override Transfer Configuration Options Select the check box to give a staff member permission to override transfer options your institution configured for Academic Records for the campus (Settings > System > Campuses > select the name of a campus or select New, specify the required information, and save the campus > Academic Records). If selected, staff members can change the defaults when they transfer a student. (Students > select the student name > Academic Records > Enrollments > highlight a record > More > Transfer).	X	X
Allow User to Override Transfer Credit Approval Restriction Select the check box to give a staff member permission to override and approve transfer credits for a student on their Transfer credits page (Students > select the student > Academic Records > Transfer Credits).	X	X
Allow User to Reassign Courses Select this option to allow the staff member to reassign courses for a student (Students > select the student > Academic Records > Student Courses).	X	X
Allow User to Rebuild Term Summary Relationships Select the check box to give a staff member permission to rebuild term relationships on the Enrollment page for the student. Use the rebuilt Term Summary Relationships by selecting Rebuild Relationships on the Enrollment form (Students > select the student > Academic Records > Enrollments). Before selecting this option for staff members, you should be familiar with how your institution configures terms, modifies term relationships, and calculates satisfactory academic progress (SAP).	X	X
Allow User to Waive Retake Fee Select the check box to permit a staff member to waive retake fees. When a staff member is authorized to waive a retake fee and attempts to register for a retake course, a message is displayed asking whether to charge a retake fee. The response to this message determines whether a retake fee should be charged (Students > select the student > Academic Records > Student Courses).	X	X
Allow User to Waive/Undo Waive on the Degree Progress Audit Select the check box to give a staff member permission to waive or undo a waiver on course requirements on the Degree Progress Audit (DPA) for a student (Students > select the student > Academic Records > Degree Progress Audit).		X
Allow Waitlist maximum seats to exceed the class maximum seats Select the check box to give a staff member permission to specify a maximum number of waitlist seats that exceeds the maximum class seats when they are configuring attendance rules and waitlist options (Class Scheduling > select the course > Attendance Rules & Waitlist/Auto Add Class Section).	X	X
Check for Scheduling Conflicts Select Yes if you want Anthology Student to check for scheduling conflicts when an instructor is added. When Yes is selected, Anthology Student checks if the instructor is already scheduled for the same time in another class section on the Class Schedules page. (Select the Class Schedules tile.)		X

Career Services Tab

Settings	Group	Members
Allow User to Associate Employer with Campuses outside of the assigned Campus Group Select the check box to give staff members who are Career Services Advisors permission to associate an employer with campuses outside of their assigned campus group. If selected and the staff member is assigned as a Career Services Advisor, the staff member can edit existing employers and associate them with campuses outside their assigned campus group.	X	X
Allow User to Edit Placement Employer Primary Contact Select the check box to give the staff member permission to edit the primary contact for placement employers.	X	X
Allow User to edit the Job Type for a Placement Record Select the check box to give the staff member permission to edit the Job Type field in the placement record for the student on the Placements & Internships page (Students > select the student > Career Services > Placements & Internships).	X	X
Allow User to Override Duplicate Employer Check If your institution selected Global or Campus Based for Enable Duplicate Employer Check when it configured Career Services, select the check box to give the staff member permission to override the check for duplicate employers.	X	X

Financial Aid Tab

Settings	Group	Members
Allow CommonLine Hold/Release file Creation/Re-generation Select the check box to give a staff member permission to create or recreate a batch of Hold/Release Change Transaction file for CommonLine (Processes > Financial Aid > Approve Disbursements to Pay).		X
Allow Edit of Disbursements when Packaging Select the check box to give the staff member permission to edit disbursements when packaging financial aid (Students > select the student > Financial Aid > Awarding > Awards).		X
Allow Edit of Global Exception Details If the staff member is authorized to work with campuses that use a servicer such as Global, you can select this option to allow the staff group to edit exception details for servicers during exception review (Processes > Financial Aid > Servicer Exception Review).	X	X
Allow Edit of Payment Periods and Loan Payment Periods Select the check box to give a staff member permission to add or edit the payment periods on the Academic Years and Loan Periods tabs on the Awarding page (Students > select the student > Financial Aid > Awarding).	X	X
Allow FA Hold Group Override for Disbursement Approval Select the check box to give a staff member permission to override a Financial Aid (FA) hold group and approve disbursements for existing and future terms (Processes > Financial Aid > Approve Disbursements to Pay or Servicer Paid Disbursement Validation).	X	X
Allow Override of COD Change Status Select the check box to give the staff member permission to change the Status column on the Override COD Originations page (Processes > Financial Aid > Override COD Originations).	X	X
Allow Override of Batch Integrity Enforcement for Manual Disbursement Batches If your institution selected Yes for Enforce Disbursement Batch Integrity when it configured Financial Aid, select the check box to give a staff member permission to override the option when they manually create batches for approving disbursements (Processes > Financial Aid > Approve Disbursements to Pay).	X	X
Allow Selection of Exclude from Auto Adjustment Select the check box to give the staff member permission to exclude specific academic years and payment periods from being adjusted during or as a result of Student Pace Evaluation (SPE) (Students > select the student > Financial Aid > Awarding).	X	X
Allow User to Override Partial SAP Terms Select the check box to give a staff member permission to manually exclude SAP terms for a student from the term sequence calculation during SAP evaluation. The staff member can then skip counting partial SAP terms as a full term sequence (Configuration > Financial Aid > SAP Policies).	X	X
Allow User to Override SAP Payment Period Defined Dates Your institution can configure the number of days after a payment period ends during which SAP calculations can take place for a campus. Select the check box to give the staff member permission to calculate the SAP status for a student past the end date calculated using the value for Continue calculation days after payment period end configured for the campus. Normally, a staff member is not allowed to perform a manual SAP calculation after that period. If this check box is selected, the staff member can perform a SAP calculation beyond the regular cutoff date (Processes > Financial Aid > SAP Calculation).	X	X
Allow User to Override SAP Status Select the check box to give staff members permission to override the SAP status for a student during the SAP calculation process (Processes > Financial Aid > SAP Calculation). In addition, the staff member may override a SAP status that had been set not to be recalculated.	X	X
Allow User to Override SAP Term Defined Dates Your institution can configure the number of days after a term ends during which SAP calculations can take place for a campus. Select the check box to give the staff member permission to calculate the SAP status for a student past the end date calculated using the value for Continue calculation days after term end configured for the campus. Normally, a staff member is not allowed to perform a manual SAP calculation after that period. If this check box is selected, the staff member can perform a SAP calculation beyond the regular cutoff date (Processes > Financial Aid > SAP Calculation).	X	X
Automated User If you are using Financial Aid Automation (FAA), select the check box to specify that the staff member is the automated user. You can only specify one staff member. The staff member must be active, unlocked, must have a password that does not expire, and All Campuses must be selected for the Campus Group. The automated user can then be selected from the drop-down list to resolve Exception Processing Auto Resolve Type III exceptions. Anthology Student assigns all exceptions that are auto-resolved by the pool to the Automated User, except for the original exception that was resolved.		X

Admissions Tab

Settings	Group	Members
Add Institutions to List within Transfer of Credits Select the check box to give the staff member permission to add an institution on the Transfer Credits page using the + next to the Institution field. Any institutions they add will be available to other staff members to select. If you do not select the check box, the staff member will only be able to select an existing institution from the list.	X	X
Add Courses to List within Transfer of Credits Select the check box to give the staff member permission to add a course on the Transfer Credits page using the + next to the Course field. Any institutions they add will be available to other staff members to select. If you do not select the check box, the staff member will only be able to select an existing course from the list.	X	X
Add Enrollment Specific Admission Rep and Campus Select the check box to give the staff member permission to select a value in the Campus and Admissions Representative lists when they add an enrollment for a student on their Enrollments list. There is one permission because the Admissions Representative must be authorized for the campus.	X	X
Add Enrollment Specific Previous Education Select the check box to give the staff member permission to select a value in the Previous Education list when they add or edit an enrollment on the Enrollments page for a student.	X	X
Admission Rep Type The type of admissions representative if one or more of the staff groups selected for the staff member were configured with a Parent Group of Admission Rep Group. Representative types are configured by your institution under Configuration > Admissions > Representative Types.		X

Housing Tab

Settings	Group	Members
Allow Deleting Lease with Billed charges Select the check box if you want staff members to be able to delete a lease with billed charges using Delete on the Housing Leases page (Students > select the student > Student Services > Housing Leases).	X	X
Allow Deleting Lease with Unbilled charges Select the check box if you want staff members to be able to delete a lease with unbilled charges using Delete on the Housing Leases page. (Students > select the student > Student Services > Housing Leases).	X	X
Allow editing of Housing Period Dates on Lease Select the check box if you want staff members to be able to edit the housing period on housing leases.	X	X
Allow User to Override Max capacity of Room Select the check box if you want the staff members to be able to place a student in a room that is over maximum occupancy using the Housing Roommate Matching page (Processes > Student Services > Housing Roommate Matching). When the check box is selected, the staff member will also be able to update a lease if the room is over maximum capacity (Students > select the student name > Student Services > Housing Lease).	X	X
Allow User to Override Wizard Dates with Lease dates in Roommate Matching Select the check box if you want staff members to be able to place a student in a room based on individual lease dates when they are using the Housing Roommate Matching page (Processes > Student Services > Housing Roommate Matching).	X	X
Prevent Manual Billing Select the check box to prevent staff members from saving changes or billing selected charges using Bill Selected Charges. (Students > select the student > Student Services > select the Housing Leases > Application > More > View/Edit Charge Schedule.)	X	X

Save your changes.