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

Presented by: Lora Woods Kentucky Community & Technical College System

“SETTING THE PACE WITH SECURITY”

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 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

“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.

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