Prior to getting started with Aware, rosters and state assessment tests need to be imported and courses coded. These necessary steps are handled during the implementation process which occurs prior to the first Aware training. This section explains the roles and rights in Aware. Only staff members with the System Administrator role are able to set up roles and rights.
Aware with Rights Descriptions downloadable spreadsheet
Aware Roles & Rights Clarifications FAQs:
Q: To whom would you give the Principal role on a campus?
A: Principal, Assistant Principal, Counselor, Academic Coach
Q: To whom would you give the Limited Student Data Viewer role on a campus? What does this role give you access to do exactly? Please provide an example or scenario.
A: Special Ed Co-teacher, Dyslexia teacher, GT facilitator, or any other professional who needs to be able to make a monitor list because they work with students but do not have scheduled rosters in the SIS
Q: What does the Analyze Subject right allow a user to do?
A: This right allows the user to analyze all data for all teachers across a given subject area. An example would be a Department Chair in a high school who needs to look at the test data for all teachers who teach 9th grade ELA or any other ELA courses. The subject data access is determined by the roster (not user profile).
Q: What does the Analyze Grade Level right allow as user to do?
A: This right allows the user to analyze all data for all teachers within a grade level. An example would be a Grade Level Chair in an elementary school who needs to look at the test data for all teachers in a specific grade. That user may need to view state level or local test data for all 3rd grade students. The grade level data access is determined by the roster (not user profile).
Q: To whom would you give the Edit Student Test Scores right?
A: If anyone, only the District Test Coordinator
Q: To whom would you give the Edit Student Inventory Scores right?
A: Non-teachers who need to score student inventories.
Q: To whom would you give the View Student Economic Status right in System Management?
A: It is a roll of the practitioner to determine "legitimate educational interest" when considering access to private student data. For socioeconomic status, the information is provided by the Department of Agriculture's free and reduced lunch programs. Local decision makers should keep this in mind as they assign this right to users. Typically, campus principals are considered to be appropriate examples of educators that should have access to these data.
Q: What is the difference between the Import Test Files right and the Import External Data Files right?
A: External Data is obsolete.
Q: Don’t you usually remove the Delete Others Local Assessment Tests right from most users who have been assigned the Data Administrator and Campus Administrator roles so they don’t accidentally delete an important test?
A: This right can be removed. Once a test is deleted, it is gone and cannot be restored. If a test is deleted, there will be a database log of that instance.
Q: What roles/rights would you give to campus nurses if you want them to be able to view and contribute to student forms but not see everything else like student test data?
A: Grant school nurses the "Campus Forms Administrator" role and make sure the correct campus is selected by clicking the + next to the role. Then remove the "Create Student Forms" right on the Rights tab so that "View All Student Forms" is the only right left.
Q: If multiple teachers want to be able to view the journal of ONE student, what right would they need? Also, explain the pros and cons of giving them that right.
A: Grant the Principal role and remove other associated rights not wanted. Then these teachers can see all journal actions for the entire campus.
Q: There are campus teachers who do not have rosters (primarily Special Education and Intervention Teachers) but who still need to be able to see District and Campus Summary data. They also need to be able to look at summary information and use Quick Views for the group of students they serve. They should not be able to see other campus or teacher information nor should they see students they are not serving.
A: Based on the scenario, you have two options:
- You can give your Special Education and Intervention Teachers the Limited Student Data Viewer role since they do not have rosters. They need to be able to make a monitor list because they work with students. However, these users will not able to see district, campus or any other summary information. They will only see individual student data.
- You can give your Special Education and Intervention Teachers the Principal role, but this will allow them to see all students at a campus.
Possible role assignments:
District Data Administrator:
- Give to anyone who needs to create district level assessments for the entire district; Then they can select the campuses that need access to the test.
District Data Viewer:
- Give to people who need to see all data for all tests.
- Give to people who need campus-wide data access; All access to all campus data (but not teacher tests because only teachers can see that data)
- Give to people who need the ability to build campus-level tests (for one campus or multiple campuses depending on which campuses are selected when role is set) but not data analyzing
- Cannot see the district-level test items or answer keys
Campus Testing Coordinators who help administer campus & district tests:
- You might want to grant your campus testing coordinators the following roles:
- Principal AND
- Campus Local Assessment Printer.
- Note: No rights have been removed. *See screenshots below.
- Your campus testing coordinators will be able to
- print answer documents for teachers to give to students and
- start online testing in the event that a teacher is absent.
Campus testing coordinators will NOT be able to
- print test booklets for district level tests (These will need to be printed and distributed by the district or provided electronically in some sort of secure manner for local campus testing coordinators to print them.)
- create local assessments for their campus (If you want them to be able to do this, one of the roles will need to change.)