Spartan Connect Role Guide

Owned by Spartan Connect, created
Last updated: Sept 16, 2021
6 min read

Primary Staff Roles

Advisor

Intended For: Professional Advisors, Faculty Advisors
PeopleSoft Role: N/A (Automatic Assignment)
Not Intended For: Students, Athletic Coaches

This role is dynamically assigned to anyone that has the Advisor Package role in MySJSU. The Advisor role is the primary role for any staff or faculty member that is performing advising functions. It has access to see all student profiles, report on advising appointments, make notes, several types of appointment-related reports and notes, basic abilities for managing their own cases, and progress reports. Advisors cannot edit their own reports or notes nor those of other advisors (for data integrity and security reasons), but may see them.

Student

Intended For: Students
PeopleSoft Role: N/A (Automatic Assignment)
Not Intended For: Staff, Faculty, Advisors

Students can create and cancel their own advising appointments and tutoring appointments using the service-based advising scheduler. Students can also send messages to their Success Team (current term instructors and assigned advisors or staff) on their profile, which lists instructors of classes in which they are enrolled. Students have no access to any other kind of data about themselves or anyone else. They cannot view, edit, or delete any data related to appointments, reports, or notes.

Professor

Intended For: Faculty
PeopleSoft Role: N/A (Automatic Assignment)
Not Intended For: Staff, Students, Advisors

This role is dynamically assigned to anyone that is instructor of record within the last year. The Professor role has access to view student profiles only of students enrolled in their class. Access to student data is limited to basic student info, Class Info, and Calendar. Professors can submit ad-hoc progress reports for their students as well as issue alerts to generate cases.

Athletics Coach

Intended For: Athletics Coaches
PeopleSoft Role: SJ_EAB_ATHLETIC_COACH
Not Intended For: Students, Advisors, Faculty, Staff

The Athletics Coach role has very similar permissions to the Advisor role, in that users can perform standard advising functions, but it also allows additional control over study hall hours and charity time, key functions for the Athletics department. Student profile visibility is restricted to only assigned students or students currently enrolled in their course.

Student-Staff Roles

Peer Advisor

Intended For: Student Staff Hired as Peer Advisors
PeopleSoft Role: SJ_EAB_PEER_ADVISOR
Not Intended For: Non-Staff Students, Advisors, Faculty, Staff

Peer Advisors have access to advising capabilities that are limited to the creation of advising reports and notes. Users have access to viewing student profiles, but only for students assigned to them and then only a subset of the student profile that does not include Success Progress, Cases, Alerts, or Conversations. Peer Advisors cannot access non-student profiles and cannot view the advising reports created by others, nor can they edit or delete their own data.

Peer Educator

Intended For: Student Staff Hired as Tutors, Mentors, SI Leaders, Learning Assistants
PeopleSoft Role: SJ_EAB_PEER_EDUCATOR
Not Intended For: Non-Staff Students, Advisors, Faculty, Staff

Peer Educators have access to tutoring capabilities that are limited to the creation of tutoring reports and notes. Users do not have access to student profiles and cannot search for students. Peer Educators cannot access non-student profiles and cannot view the advising reports created by others, nor can they edit or delete their own data.

Front Desk - Student

Intended For: Student Assistants
PeopleSoft Role: SJ_EAB_PEER_FRONTDESK
Not Intended For: Non-Student-Assistant Students, Faculty, Staff, Advisors

Students with this role can access the Appointment Center for the purposes of managing appointments for Advisors and Peer Educators. Users can create, edit, and cancel advising and tutoring appointments. This role has no access to view appointment reports or notes.

Secondary Staff Roles

Peer Educator Coordinator

Intended For: Staff Managing Peer Educators
PeopleSoft Role: N/A (Not ready in PeopleSoft yet)
Not Intended For: Students, Faculty, General Staff, Advisors, etc.

Peer Educator Coordinators can manage appointments and appointment requests in the Tutoring/Mentoring Care Unit. Users also edit the availability of others (for managing Peer Educators) and can search for students and access basic profile information. Users can access basic reports including as appointments, availability, and no-shows.

Front Desk - Staff

Intended For: Staff
PeopleSoft Role: SJ_EAB_FRONTDESK
Not Intended For: Students

The Staff version of the Front Desk role is intended for professional staff only. It has access to additional reports and student information as well as non-student profiles (for editing advisor availability). Users can access the Appointment Center for any location and can create, edit, and cancel appointments.

Advanced Staff Roles

Leadership Team Member

Intended For: Associate Deans, Success Directors, IEA Staff
PeopleSoft Role: SJ_EAB_LEADERSHIP
Not Intended For: Students, Advisors, Faculty, General Staff

Users in this role can access the full range of reports and analytics offered in the platform. They can access all student profile data, view profiles of other users, and view appointment reports and notes. While Leadership users can access most data, they cannot edit or delete data (except for study hall and check-ins).

Location Manager

Intended For: Key Department Admins and Coordinators, Success Center Directors
PeopleSoft Role: SJ_EAB_LOCATION_MANAGER
Not Intended For: General Staff, Faculty, Students, Advisors

Location Managers are the critical department support staff, or “Power Users”, in roles that require more access than that of Front Desk –Staff for them to perform their job duties. Location Managers can view most student profile information, analytics, reports, and notes. Users can manage appointments, manage cases, issue alerts, create progress reports, manage campaigns, email staff and students, and manage tags. Users can also mass edit student information to facilitate the assignment of students to advisors, tutors, and coaches as well as assign or remove study hall hours and charity time.

Supplemental Roles

Supplemental - Basic Search and Message

Intended For: Department Staff and Service Accounts
PeopleSoft Role: N/A (Manual Assignment)
Not Intended For: Students, Advisors, Faculty

This supplemental role has no Care Unit permissions or data access. Users in this role can access the advanced search page to search and mass message students. This role is intended for department staff that need to communicate with students about official department or college business, not for general messaging. Users are not in a position that needs, or should have, access to student academic data or other detailed information. Service Accounts can be created for departments to message on behalf of the department (rather than a specific user) and are set up to use the department main mailbox address for sending. Users are limited to searching by advanced criteria without access to GPA, Ethnicity, Race, or Risk and cannot access student profiles or information.

Supplemental - Advanced Search and Message

Intended For: Department Staff
PeopleSoft Role: N/A (Manual Assignment)
Not Intended For: Students, Advisors, Faculty

This supplemental role has no Care Unit permissions or data access. Users in this role can access the advanced search page to search and mass message students. This role is intended for department staff that need to communicate with students about official department or college business, not for general messaging. Users are not in a position that needs, or should have, access to student academic data or other detailed information. Users can search by all advanced criteria including GPA, Ethnicity, Race, or Risk, and Category. Users can view student profiles (but only to enable the viewing of Categories as a search filter).

Supplemental - Analytics

Intended For: Department Staff, IEA Staff
PeopleSoft Role: N/A (Manual Assignment)
Not Intended For: Students, Advisors, Faculty

This is a supplemental role, intended to add on to the existing roles of a user. This supplemental role has no Care Unit permissions or data access. Users in this role can view the Analytics Dashboard, Intervention Effectiveness Dashboard, Student Dashboard, and Appointment Dashboard. Users in this role cannot access student profiles.

Supplemental - Reports

Intended For: Department Staff
PeopleSoft Role: N/A (Manual Assignment)
Not Intended For: Students, Advisors, Faculty

This is a supplemental role, intended to add on to the existing roles of a user. This role can access all relevant reports and basic student profile information. Users can search for students using advanced filters.

Restricted Roles

System Administrator – Super User

Intended For: EAB Support Desk Staff and SJSU Application Administrator
Not Intended For: Students, Faculty, General Staff, Advisors, etc.

This is the Super User permissions role and is designated only for the SJSU staff member in the role of EAB Application Administrator. This role has complete control over all system settings, global configurations, functions, appointment data, reports, notes, etc. Anyone with this role can access anything in the platform.

Requesting Access

Depending on the type of role, access may be granted automatically, granted after approval from CMS Security, or manually by a Spartan Connect administrator.

If you are unsure of how to request access to a role, first use the Requesting a Role guide and follow those instructions carefully.