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AEFIS - Users Roles and Permissions

This document describes the types of user roles that are used within AEFIS.

All students and instructors automatically have AEFIS user accounts from course enrollments. All other user accounts are manually assigned. To request an AEFIS user account, see AEFIS - Users - Requesting a User Account.

Here are the available AEFIS user roles that someone can request: 

Learning Assessment Area

AEFIS User Role

Primary Function(s) in AEFIS

Additional Notes

All

Admin
(Institution, College or Department)

Within their assigned college or department:

  • Create and edit survey templates, schedules, instances.
  • View survey results and run reports.
  • Create program assessment curriculum mapping (map program learning outcomes to courses).
  • Access to all course information (enrollments, syllabus, DESL).

The "Department Admin" user role is the most common department AEFIS administration role.

These user roles must be requested through the KB document linked at the top.

All

Admin Read Only
(Institution, College or Department)

Within their assigned college or department:

  • View survey templates, schedules, and instances.
  • View survey results and run reports.
  • View program assessment.
  • View all course information (enrollments, syllabus, DESL).

The Department Admin (Read Only) user role is used primarily by Program Chairs or other department-level administrators who need to view AEFIS survey data, but do not need to create or distribute surveys.

The College Admin (Read Only) user role is uncommon. It is primarily used by college-level administrators who need to view AEFIS survey data but do not need to create or distribute surveys.

These user roles must be requested through the KB document linked at the top.

Assessment Reports

Assessment Office

Within the institution:

  • View the Assessment reports completed by Program Coordinators.
  • Accept or reject the completed forms. If rejected, the form goes back to the Program Coordinator.
This role is only given to individuals in the Assessment Office within the Office of the Provost and needs to be requested. 

Assessment Reports

Academic Liaison
(college or department)

This new user role will be available in 2021. It will allow access to Assessment Reports created through ARC at the college level or at the department level. 

This user role needs to be requested through the KB document linked at the top.

Assessment Report and Program DESL

Program Coordinator

Within their assigned program: 

  • Access and complete the Program Assessment plans and reports, commonly referred to as Assessment Report Capture (ARC). 
  • Create program assessment curriculum mapping (map program learning outcomes to courses).

This user role needs to be requested through the KB document linked at the top.

Course Evaluations

Course Coordinator

This role is given to individuals who need to see all course evaluation results for a specific course but are not listed in SIS. For example, this can be a lab coordinator or an instructor in charge of all sections but is not listed in SIS as the supervisor.

This role needs to be requested through the KB document linked at the top.

DESL and Syllabus

Course Designer
(college or department)

Within their assigned college or department, these course designers can:

  • Edit and publish course- and section-level syllabi
  • Create and edit elements within Direct Evidence of Student Learning (DESL) at the course section level.

This user role is used by department-level staff to assist instructors in writing their syllabi and helping to link assignments to course learning outcomes using direct evidence of student learning (DESL).

This user role needs to be requested through the KB document linked at the top.

DESL and Course Evaluation

Course Section Director

Within their assigned course sections:

  • Create and publish custom section-specific survey questions
  • Monitor response rates during survey activation dates
  • Review survey results (after grades are entered)
  • Run survey reports (after grades are entered)
  • Use DESL to link Canvas assignment to course learning outcomes (CLOs) listed in AEFIS

Staff inherit this AEFIS user role when they are listed in SIS as "Supervisory Instructor". Within AEFIS course listings, these individuals will have the term "Course Section Director" appear beside their name. They are automatically excluded from the actual evaluations.

DESL and Course Evaluation

Instructor

Within their assigned course sections:

  • Create and publish custom section-specific survey questions
  • Monitor response rates during survey activation dates
  • Review survey results (after grades are entered)
  • Run survey reports (after grades are entered)
  • Edit and publish the AEFIS syllabus
  • Use DESL to link Canvas assignment to course learning outcomes (CLOs) listed in AEFIS

Instructors inherit this AEFIS "Instructor" role when they are listed in SIS as "Principle Instructor", "Auxiliary Instructor" or "TA".

By default, they are automatically listed to be included in the evaluations.

Course Evaluation and Outcome Transcript

Student

Complete course evaluations for sections they are enrolled.

If a student's program uses DESL, student may see an outcome transcript, commonly called a comprehensive learner record, displaying the program learning outcomes and the student's achievements.

This user roles automatically comes from the Student Information System (SIS).

See Also:




Keywords:AEFIS aphis administrator administrative account request permissions academic college department   Doc ID:90850
Owner:Learn@UW Madison .Group:Learn@UW-Madison
Created:2019-04-04 11:03 CDTUpdated:2021-03-11 13:30 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Learn@UW-Madison
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