During implementation, all staff are imported as teachers and staff can view students on their rosters. Since not all staff have students, and some staff work in more than one building, districts need to set up permissions for staff to view schools, students, and information according to specific roles. The roles that ion provides to all users are these:
(1) Teacher
(2) Administrator
(3) Interventionist
(4) District Administrator
More roles can be created.
Permission settings can vary according to each role.
Role designations in ion do not necessarily coincide with role designations in your school district. For example, a "district administrator" in ion is a user that has permissions to see all students, data, and perform setup and edit tasks for all modules in ion.
Those with District Administrator rights in ion have permissions to manage security. To learn more about the District Administrator role, see Creating District Administrative Users, below
There are several components of user security that allow districts to allow their staff to view students and information.
(1) Managing users - Use this tab to review / set permissions for individual staff members. This is also the place to designate District Administrator permission settings.
(2) Role Definition - Use this tab to set permissions for specific roles that can be assigned to users.
3) Role Assignments - Use this tab to set permissions for many users (rather than individually in the "Managing Users" tab).
4) Teams - Use this tab to set permissions for teams of teachers to view students not on their roster - either at the grade level or by houses.
Managing Users
To review / set permissions for individual staff members, click Admin>Security>Users in the main menu. This is also the place to designate District Administrator permission settings.
Users are arranged in alphabetical order for an entire account. Unlike students (which are managed at the school level), users are managed at the district level.
1. Click the first letter of a user's last name to narrow down the list of available users.
2. Click the desired user's name to view their profile.
3. When a user is clicked, their profile will appear in the "Account" panel. You may make changes as needed.
4. Click on the Permissions Tab to set user permissions for schools and roles.
When troubleshooting user access, access the user account to verify permissions for school(s) and role(s). After making changes, the user will have to click on "reset cache" in order for ion to accept the new permissions.
Creating District Administrative Users
Those with District Administrator rights in ion have the role of maintaining the ion system for the district. This includes the ability to add, delete, or edit within all modules of ion. This role should be limited to those who are trained to maintain the system. Be sure to contact customer success for more information and training available for this role. Also, be sure to access our Fusion site for upcoming webinars and learning videos for ion system district administrative users. See Introduction to Administrative Tasks for more information.
1. To create an ion system district administrator, click the District Admin box underneath the user.
2. The user should "Reset Cache" for the settings to be reflected in their account.
As ion syncs with the district's SIS, users will be added or deactivated based on the district's SIS information.
Use the "New, Save" tabs for immediate needs.
Add Users
To immediately add a new user...
1. Click "New."
2. Add the user's name and email address.
3. Click Active.
4. Click Save.
5. Click the permissions tab to add the school (s) and role (s) to the user account.
Deactivate or Lock Users
As ion syncs with the district's SIS, users who are inactive for 7 days become “inactive” in ion and will not be able to access their ion account.
Users that fail in log in attempts will be locked from using their account.
1. To immediately deactivate a user, click on the "active" box to remove the check mark. The user will no longer be able to access ion.
2. To immediately lock a user, click on the "locked" box to check it. The user will be locked out their ion account.
When troubleshooting user access, view a user account to see if they have been locked or deactivated. Those with district administrator access can reset these user accounts.
It will occasionally become necessary for a district admin to "impersonate" a user.
- Search for the desired user.
- Click the "Impersonate" Tab.
- You will be logged into ion AS the impersonated user.
- A banner will appear that you are in "impersonation mode" and direct you to click the hyperlinked "here" to return to your own account.
Managing Permissions
In ion, permissions are assigned to a role, and roles are assigned to a user. Permissions are assigned at the district level, and roles are assigned at the school level.
Users may be assigned to more than one role for a school. The role with the least restrictive permissions wins.
For example, if a user is assigned a teacher role (which by default does NOT have the "View All Students" permission) and a role with the "View All Students" permission, the user will be able to see all students.
After setting permissions, users will either need to log out and back in to ion for the permissions to be reflected in their account OR click the "reset cache" under their "me" button.
| Students | ||
|---|---|---|
| Element | Checked | Unchecked |
| View All Students | Can see all students in the school. | Can only view data on students assigned to them via a course in the SIS, or assigned via a team or an intervention in Ion. |
| View and Edit Student Documents | Can view & edit documents uploaded to a student's profile. | Can not see or edit documents uploaded to a student's profile. |
|
View FRAM (Free and Reduced Status) All Users, including District Admins, must explicitly be given permission to this data point in order to view data. |
Can see Free and Reduced Meals Information on Data Walls (individual students) and on Dashboards (aggregate information) | Columns appear, but are blank for Free and Reduced Meals Information on Data Walls. Blank graphs appear on Dashboards. |
| Plans | ||
| Element | Checked | Unchecked |
|
View Plans Give Intervention gives this access by default |
Can View Student Plan information for students whom they can access as defined under All Students above. |
Can not see Student Plans |
| Manage Plans | Can open and close student plans, add skills to plans and assign plans to staff for students whom they can access as defined under All Students above. |
Can not edit student plans. |
| Modify Check-ins (Not your own) | Can change and delete plan Check-ins created by other people. | Can change and delete plan check-ins created by self only. |
| View Protected Checkin Comments | Can view comments marked by a user as "protected". This feature should not be used without specific training from ion. | Can not view comments marked by a user as "protected". Can view non-protected comments. |
| Modify Notes (Not your own) | Can change and delete check-in notes created by other people. | Can change check-in notes created by self only. |
| Modify and Delete Plans | Can edit and delete Student Plans and associated skills, scores, and goals for students whom they can access as defined under Students above. |
Can not delete Plans |
| Modify and Delete Skills | Can edit and delete a skill from a student’s plan. | Can not delete a Skill from a plan |
|
Modify and Delete PM Scores Note: To Modify PM scores they must be deleted and re-entered |
Can edit and delete PM scores from a student’s record. | Can not delete PM scores. |
|
Modify and Delete Goals Note: To set a new goal, a goal is closed and a new goal opened. No Delete is required. |
Can edit and delete a goal from a student’s record. | Can not delete student goals. |
| Interventions | ||
| Element | Checked | Unchecked |
| View Interventions | View all Intervention Groups and the students within whom they have access to as defined above. | Can only view intervention groups which are assigned to them. |
| View All Interventions | Can see all interventions in the school. | Can only view data on students assigned to them via a course in the SIS, or assigned via a team or an intervention in Ion. |
| Give Interventions | Can be assigned intervention groups. Can Check in Students and record PM scores for their assigned intervention groups. |
Can not be assigned intervention groups. |
|
Delete Interventions Note: To remove a student from an intervention group, use Delete Intervention Students |
Can delete any intervention groups to which they have access. |
Can not delete intervention groups |
| Delete Intervention Students | Can remove students from Intervention groups | Can not remove students from intervention groups |
| Behavior | ||
| Element | Checked | Unchecked |
| Behavior Admin | Enter, view, modify and delete Behavior Events. Receive notification (email and bell icon) when an event is entered directly into Ion. Resolve Events | Enter behavior events which get sent to the Behavior Admin |
| Assessments | ||
| Element | Checked | Unchecked |
|
Modify Assessments Note: Assessment Definitions can be created by anyone and then follow a path of promotion, from self to school-wide to district-wide. |
Can change district/school-wide assessment dictionary definitions. |
Can create personal assessment dictionary definitions. Can share that definition with the school. A District Admin can share across the district. |
| Forms | ||
| Element | Checked | Unchecked |
| Form Admin | Allows users to manage the status of form submissions | Can not manage status of form submissions |
| View Protected Form Responses | Allows users to see responses of protected forms | Can not see responses of protected forms |
| Case Management | ||
| Element | Checked | Unchecked |
| View Cases | User has the ability to view cases in the school | Can only view cases assigned to them |
| Case Admin | On the case screen, the case admin will have the ability to assign users (team members), set status, priority, growth toward goals, etc. Case admins can close and reopen cases | Does not have the ability to assign users (team members), set status, priority, growth toward goals, close, or reopen cases |
| Case Notification | Receive an email anytime a case is created | Will not receive notifications |
| Customize Case Dashboard | Reorder or Show/Hide columns on the Case Management Dashboard | Can not reorder or show/hide columns on the Case Management Dashboard |
| Task Management | ||
| Element | Checked | Unchecked |
| Task Notification | Receive an email anytime a task gets assigned to someone in the building. |
Receive an email anytime a task is assigned to self. |
| Modify Tasks | Modify the details of any task to which they have access as defined below. | Can only edit tasks created by self. |
| View All Tasks | Can view any tasks assigned to any user in the building. | Can view any tasks assigned to self. |
By default, there are three roles created in ion. Teacher, Administrator and Interventionist. To view the permissions a particular role is assigned, click the name of the role in the "Roles" panel.
The assigned permissions for the selected role will appear in the "Permissions" panel.
To modify the permissions assigned to a role, check and uncheck the desired permissions. Click "Save" when finished.
In the "Roles" panel, locate and click the "+" icon in the upper right hand corner. A text box and save button will appear at the bottom of the list of existing roles.
Role designations in ion do not necessarily coincide with role designations in your school district. For example, a "district administrator" in ion is a user that has permissions to see all students, data, and perform setup and edit tasks for all modules in ion.
Type the name of the new role and click the green button with the disk icon.
Mark the appropriate permissions and click "Save."
Use the Role Assignments tab to set permissions for many users (rather than individually in the "Managing Users" tab).
Verify the school you are in before working on assigning roles. Roles assigned school by school, not by district.
In ion, permissions are assigned to a role, and roles are assigned to a user. Permissions are assigned at the district level, and roles are assigned at the school level.
Users may be assigned to more than one role for a school. The role with the least restrictive permissions wins.
For example, if a user is assigned a teacher role (which by default does NOT have the "View All Students" permission) and a role with the "View All Students" permission, the user will be able to see all students.
Roles are assigned by school, not district. Verify the school you are in before adding users.
Choose the appropriate role for the user.
Begin typing the user's LAST NAME in the text box located in the "Users" panel.
When you've found the user, CLICK (do not press enter) the name.
After a second or two, the user's name will appear in the "Users" panel list.
Choose the role you want to remove from a user.
A list of all users assigned to that role FOR THE CURRENT SCHOOL will be displayed.
Click the red Trash icon next to the user's name.
The user will be removed from the role immediately.
Teams allow users to gain access to students either by grade level, or by house. Teams will override the default permissions that are given to staff based on roster data from your SIS.
To access Teams, click Admin>Security>Teams
To create a team, click the "+" sign at the top of the Teams box.
Choose school year, team name, team type, and team Grade.
Click Save.
To add users to a team, first choose the team from the purple box.
Add a user by searching by last name.
At the beginning of a new school year, simply update the school year and add/remove any staff member changes.
When the user logs in, they will see at the top a designation that they are part of
1. a grade level team
OR
2. A house
