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

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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


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Presented by: Lora Woods Kentucky Community & Technical College System

“SETTING THE PACE WITH SECURITY”

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KCTCS

16 COLLEGES, OVER 70 CAMPUSES

System Office

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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)
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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)
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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.
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DEFAULT ROLES

College Administrator Event Administrator Academic Administrator Resource Administrator Event Only Scheduler Event and Academic Scheduler K_Guest Guest

Permissions for each role can be found by looking at the KCTCS Astra Schedule Roles document

  • n The Point

Guest and K_Guest roles may vary by college

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“CHERRY PICKING” PERMISSIONS

  • Better known as requests for adding or removing just one
  • r 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.

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SECURITY FAQ’S

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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.

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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.

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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.

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WHAT ROLE SHOULD I ASSIGN THIS USER?

  • Look at your hierarchy.
  • Perform a needs assessment.
  • Consider any necessary restrictions.
  • When in doubt, start small.
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QUESTIONS & CONTACT INFORMATION

Lora Woods KCTCS lora.woods@kctcs.edu 859-256-3383