SETTING THE PACE WITH SECURITY Presented by: Lora Woods Kentucky - PowerPoint PPT Presentation

“SETTING THE PACE WITH SECURITY” Presented by: Lora Woods Kentucky Community & Technical College System

KCTCS 16 COLLEGES, OVER 70 CAMPUSES System Office

ROLES USED BY KCTCS COLLEGES  Academic Administrator  Event Administrator  Event and Academic Scheduler  Event Only Scheduler  Resource Administrator  Guest Roles (internal and external)  Custom Roles (by request)

SO, WHAT DOES THE SYSTEM OFFICE HAVE TO DO WITH SECURITY? • System Office Receives: • New user/role requests • Changes to users/roles • Removal of users/roles • Prevents duplicate efforts between colleges • Authorized Personnel at College: • Approve and submit requests for adding/editing/deleting • General oversight of users/roles (Frontline security)

NEEDS ASSESSMENT  Who currently approves and schedules events?  Are approvers or schedulers allocated by room, building, campus, or position title?  Are there approver or scheduler backups?  How should role access be determined?  Other questions unique to your institution.

DEFAULT ROLES College Administrator Event Administrator Academic Administrator Resource Administrator Event Only Scheduler Event and Academic Scheduler Permissions for Guest and K_Guest roles each role can be may vary by found by looking college at the KCTCS K_Guest Astra Schedule Guest Role s document on The Point

“CHERRY PICKING” PERMISSIONS • Better known as requests for adding or removing just one or two permissions for an existing user. • Users are tied to roles, not individual permissions. • Review your Needs Assessment and determine where that user fits in your hierarchy – group your users accordingly.

SECURITY FAQ’S

WHAT IS THE DIFFERENCE BETWEEN THE “GUEST” AND “K_GUEST” ROLES AT KCTCS? • "Guest" role - users external to KCTCS. They see the guest portal as you have designed it. • The "K_Guest" role is what KCTCS users default to. Includes all employees in Outlook (Active Directory) not otherwise assigned a role. • Same initial privileges, but either role may be customized to meet each college's need.

HOW ARE PEOPLE RECORDS ASSOCIATED WITH USER ROLES? • “Users” are people who have an Astra role assigned to them. • “People” may be faculty, customer contacts, guests, etc. • Administrators can view and edit “people” through the People Record, however, you will notice that options are limited on “users”. • At KCTCS, “Users” are managed by the System Office through Active Directory (Outlook) and the System Administration panel.

WHAT IS THE PURPOSE OF A CUSTOM ROLE? • A custom role can perform functions, or a combination of functions not available to the default roles. • May be limited to certain campuses/buildings/rooms, academic sections, events, resources, calendars and reports.

WHAT ROLE SHOULD I ASSIGN THIS USER? • Look at your hierarchy. • Perform a needs assessment. • Consider any necessary restrictions. • When in doubt, start small.

QUESTIONS & CONTACT INFORMATION Lora Woods KCTCS lora.woods@kctcs.edu 859-256-3383