Best Practices in Role Management

Changing needs and solutions

Kyle MackieeLearning Program Manager

Shawn VanceTechnical Support Manager

Role Management

Introductions Definitions and Literature Review The Slippery Slope How’s, Who’s, Why’s of Role Creation Recommendations/What to think about Future directions in Role Management New ideas brainstorming session

Quick intro – Kyle

eLearning Program Manager– Technical support team, development and

maintenance of websites– Training Instructors on D2L platform tools– Creating Roles and assigning permissions

Quick intro – Shawn

Technical Support Manager– Manage day to day support operations– troubleshoot and assist with technical issues– Provide input to development/product

management based on client feedback– Seeks ways to improve customer service ie) new

24/7 Support initiative.

Quick intro – Open Learning, UofG

www.open.uoguelph.ca 250+ DE courses 18,000 enrolments 9 org units “legacy client” do things a bit differently

Definitions

What is meant by role?– A role is comprised of a collection of security

settings in the D2L system. Roles are applied to users at the orgUnit level. Users can have different roles and different orgUnits. Assigning permissions to a role dictates what the role will be able to see and do within the system. By default, organizations are set up with three roles: student, instructor and administrator.

Definitions

What is meant by role? (cont’d)– Organizations have full control over the roles in

their system. For example, administrators may create a “Student Helpdesk” role for students who are responsible for the student helpdesk. This role may be similar to the role of a typical student, yet the helpdesk role will have more permissions surrounding sending out login information and unlocking student accounts.

Definitions

What is meant by permissions?– Permissions are rights or privileges that are

organized by tool and granted/denied by OrgUnitType. A set of permissions define what a role can and cannot see and do within the D2L System.

Why are roles so friggin’ important?

If tools don’t work properly, it might be a permissions issue. (401 Not Authorized Errors)

Every school is different, every program is different

D2L’s tool is almost infinitely customizable

BUT…

The slippery slope

Instructor Coordinator Teaching Assistant TA without grades access TA with read-only grades access Instructor with access to quiz management TA with access to quiz management Guest instructor

The slipperier slope

Info Desk Production and Info Assignment Coordinator Operations

The slipperiest slope

Importing users from different orgs Different tools Different configurations Different needs Cascading…forever

How roles are defined

Default settings Customization options Copying, naming

a million checkboxes…

…and not much sense

Who defines roles

Default settings Administrative person/group

– defining who gets to define roles– editing/viewing permissions– how information is shared among team

Keeping track– users in different orgs– descriptions, etc.

Why roles are defined

administrative needs control versus freedom institutional policies (privacy, AUP) especially

grades, class list individual whims special circumstances (award submission) new tools, new versions

Recommendations

Keep it simple Dedicated staff for role management

– NOTE: We recommend that only high-level administrators have access to the Manage Roles and Security tool.

Clear naming convention and description Try to make new needs fit into existing structure,

before creating new role Clarify "wants" versus "needs“ Things are always changing

Recommendations - continued

uber org vs. multi orgs copy roles to preserve originals when experimenting

with different setups new users -> plan out what roles you think you may

need in advance 20 questions test..re-test and test again

– At orgHome and course offering level Examine D2L release notes and consider impacts

The future – new ideas

Per user security settings (Windows-based permissions. User/group type)

Import/export and sharing roles Select all Set permissions for multiple roles/orgs Diagnostic tool Linked permissions – class list, IDs… Easier to read screen layout? Suggestions? Other ideas?

Questions?

Questions about Role Management?