Role Assignments

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Assigning a role provides you with the flexibility to set different security group access at different schools, or to create a user account for only external systems, such as features added through the Plugin Management Dashboard. Assigning a role is not required if you do not want the user account to have different group security at different schools.

You can assign a different level of the administrative portion of PowerSchool user access for each school affiliation by assigning different roles. Roles are assigned on the Security Settings page. For more information on setting up roles, see Roles Administration.

Important Note: At least one role must be associated with a Security Group in order to allow a user to switch to that school. When multiple Roles/Security Groups are added to a school, the users effective security permissions will be the highest level granted for all groups tied to a school. For example, if Group 1 allows access to Historical Grades, and Group 2 allows access to Demographics, then the user will have access to Historical Grades and Demographics. Furthermore, if Group 1 allows View Only access to Historical Grades, and Group 2 allows Modify Access to Historical Grades, then the user will receive Modify Access to Historical Grades. In addition, if a security group is removed from a role that has been assigned to a user, the user's Default Group will become their effective security group (if it was their only role for a particular school). This allows the user uninterrupted access to the school until a role can be added that does have a specific security group.

View Assigned Roles

Use this procedure to view roles assigned to a user account.

1. On the start page, search for and select a staff member.
2. On the Staff page, click Security Settings from the staff pages menu. 

3. Click Admin Access and Roles. 

   Field	Description
   Add	Click to assign a role. For more information, see Assign a Role.
   School	School(s) the staff member can switch to in the administrative portion of PowerSchool.
   Roles ([Group Name])	Roles and the security group associated with the role that has been assigned to the staff member.
   [Information Icon]	Click to view information about group security permissions. Effective Security Group Option and Value information. For field descriptions, see Edit Security Groups. Scroll to the Overridden Page Permissions section and click the arrow to expand the section. For field descriptions, see Set Page-Level Permissions. Scroll to the Field Level Security section and click the arrow to expand the section. For field descriptions, see Modify Field Level Security. Note: This section does not appear if field-level security has not been applied. Scroll to the Data Export Manager section and click the arrow to expand the section.
   [Edit Icon]	Click to edit a role assignment. For more information, see Edit a Role Assignment.
   [Delete Icon]	Click to delete a role assignment. For more information, see Delete a Role Assignment.

Assign a Role

Use this procedure to assign a role to a user account that will access the administrative portion of PowerSchool.

1. On the start page, search for and select a staff member.
2. On the Staff page, click Security Settings from the staff pages menu. 
3. Click Admin Access and Roles.
4. Under Roles and Schools, click Add. 

5. Use the following table to enter information in the fields:

   Field	Description
   Step 1: Schools	Indicate the schools you want this staff member to be able to access: To narrow the list of schools, use the Basic Filer.  To associate this staff member with a school, select the checkbox next to the school.  To associate this staff member with all schools, select the checkbox in the header row.  Note: Selecting more than one school activates the School link on the navigation toolbar.  Note: To assign the user account with roles used for external systems, select External Systems, and select any roles that apply. Roles assigned to External Systems do not grant access to any PowerSchool school or district regardless of the PowerSchool Security Group. Click Next.
   Step 2: Roles	Select one of the following options: Use Default Assignment and Roles Without Security Groups: This allows the assignment of roles that identify the user to an external application while preserving the user's default security group access in PowerSchool. Use All Roles: This allows the assignment of roles with an associated PowerSchool security group and roles without an associated security group. Use Roles Without Security Groups: This allows assignment only of roles without an associated PowerSchool security group. Note: If no role is selected, the user's Default Group designates the access for the administrative portion of PowerSchool for that school. If a role is selected, the Security Group associated with the role overrides the Default Group for the user account while signed in to that school. Select the checkbox next to each role you want to assign to this staff member. Note: The security group associated with the role appears in parenthesis. Note: You can also press SHIFT while selecting multiple roles, which automatically selects all roles between your first and last selection. Click OK

   Note: Once all roles have been assigned, the Add button appears shaded

6. Click Submit. 

Edit a Role Assignment

1. On the start page, search for and select a staff member.
2. On the Staff page, click Security Settings from the staff pages menu. 
3. Click the Admin Access and Roles tab.
4. Under Roles and Schools, click the Edit icon for the school in which you want to edit role assignments. 
5. Select one of the following options:
   • Use Default Assignment and Roles Without Security Groups: This allows assignment/removal of roles that identify the user to an external application while preserving the user's default security group access in PowerSchool.

   • Use All Roles: This allows assignment/removal of roles with an associated PowerSchool security group and roles without an associated security group.

   • Use Roles Without Security Groups: This allows assignment/removal only of roles without an associated PowerSchool security group.

   Note: If no role is selected, the user's Default Group designates the access for the administrative portion of PowerSchool for that school. If a role is selected, the Security Group associated with the role overrides the Default Group for the user account while signed in to that school.

6. Do one of the following:

   • Select the checkbox next to each role you want to assign to this staff member.

   • Deselect any roles that you want to remove from this school assignment.

   Note: The security group associated to the role appears in parenthesis.

   Note: You can also press SHIFT while selecting multiple roles, which automatically selects all roles between your first and last selection.

7. Click OK.
8. Click Submit.

Delete a Role Assignment

1. On the start page, search for and select a staff member.
2. On the Staff page, click Security Settings from the staff pages menu.
3. Click Admin Access and Roles.
4. Under Roles and Schools, click the Delete icon of the school for which you want to remove all access. 
5. Click Submit.