User Access Permissions

Note:  Read Only user accounts can be created by not assigning any permissions to the user's login account.

Once a user group is determined, an appropriate list of permissions will appear at the bottom of the screen.  The person created the new user account checks the appropriate permissions to be assigned to the user account.  The table below indicates which permissions can be assigned to each type of user account.  If no permissions are checked, the account would be for read only access.

Definitions of Permissions that can be assigned to users:

Notify User by Email – This is actually not an access role, but it appears at the top of the access roles menu.  When adding/editing a user, checking this box will trigger a notification to be sent to the user that his/her Online IEP login has been created or modified.

Can Edit Cases – This role can be granted to any level of user (County Level/Data Manager, School Based Administrator, or Teacher). It allows a user to edit IEPs and forms for any student he/she can access. Users who are not granted this access role have read only access to IEPs and forms for any student he/she can access.

Admin Access – This role can be granted to any level of user (County Level/Data Manager, School Based Administrator, or Teacher). It allows a user to add/edit users at or below his/her level of user.  In addition to allowing adding/editing users, this role will allow a County Level User:

To add or edit letters added to the Letter Library

To view SIS SYNC AUDIT LOG RECORDS of students who did not successfully sync in the most recent sync with nightly demographic upload from LSS SIS

To reactivate users who had been removed from the list of users

To manage which forms are available to users in their local school system

Can Create a Child- Can be assigned to County Level/Data Manager and School Based Administrators who need the ability to manually add a student to the IEP system database.

Manage Case Rollover –Can only be assigned to County Level/Data Managers with Admin access. This permission allows the County Level/Data Manager with Admin Access to schedule the school year rollover of grade and school to IEP case level.

Edit demographics – Can only be assigned to County Level/Data Managers. This permission allows County Level user to edit demographics at the SIS_DB level and at the IEP case level and to remove students from the SIS_DB who have not been brought to case level.  Allows County Level/Data Manager to remove a student's record if no closed IEP exists for the student if approved by local school system Special Education Director (per MSDE). 
Manage Sync Email Notification - Can only be assigned to County Level/ Data Managers with Admin Access. This permission allows the County Level user with Admin Access to add/edit/delete email  address for those who receive nightly demographic sync notification emails.

Data Manager Amendment – Can only be assigned to County Level/Data Managers. This permission allows a County Level user to change the following fields via an Amendment:
1. Case Manager on the Close IEP screen
2. Scheduled Meeting Date(s), and Annual Review Dates on Close IEP screen
3. Dates on the Initial Eligibility page

When a County Level user with this role closes an Amendment it will be listed as "Data Manager Amendment" under the IEP date on View Past IEP's screen.
Forms Administrator - Can only be assigned to County Level/Data Managers with Admin Access. This permission allows a County Level user with Admin Access to select the Administrative Module Forms that are available to all users in his/her LSS. By default all available forms are available to an LSS. LSS are tasked to decide which forms are available to users.

Additionally the County Level user with Admin Access can delete Administrative Module forms created in error. This functionality deletes forms permanently from the database.

Upload Files to Cases – This role can be granted to any level of usership (County, School Based Administrator, or Teacher).  It allows a user to upload files to a student’s File Uploads page where documents (e.g.. scanned signature pages, scanned forms, etc) can be added to the student’s profile.