Assigning permissions to groups using student sets

Assigning permissions to groups using student sets in Stellic is an efficient way of managing which users are able to perform specific actions on specified sets of students. In other words, you can use the group function in Stellic to create a group that will share the same permissions on the same students, and then simply add users to the group. As soon as they are added to the group, they will now have the permissions specified in the group setup. Removing a user from the group immediately removes any permissions that were assigned as a result of the user being a part of the group.

There are two different methods to assign student set permissions to groups in Stellic: using the native Stellic user interface (UI), or using a manual spreadsheet. Most users will use the UI to assign permissions. If you think a spreadsheet model would be preferable for your institution, please ask your Partner Success representative for more information.

Using the Stellic UI to assign permissions

When using the Stellic user interface to assign permissions on sets of students, the procedure goes as follows:

1. Create a group in the Staff tab
2. Create student sets to determine which students are part of the permissions that we are assigning
3. Determine which permissions you would like to assign on these sets of students
4. Add users to the group. Any users in this group will have the permissions specified in step 3 on the students specified in step 2. Permissions are effective as soon as the user is added to the group.

Using a manual spreadsheet to assign permissions

Assigning permissions via a spreadsheet instead of using the Stellic user interface for permissions assignment may be a preferable option for the following reasons:

• You do not have user roles assigned in your SIS but would prefer a feed-based model
• You have a large number of students and the Stellic permission UI is too slow to use
• You prefer to keep track of permissions in a more visual manner

The spreadsheet method we describe below replaces steps 2 and 3 above; the process of creating student sets to determine which students are part of the permissions that we are assigning, and determining which permissions you would like to assign on these sets of students. The procedure goes as follows:

1. Create a group in the Staff tab if one does not already exist.
2. Utilize the spreadsheet provided to you by Stellic to begin assigning permissions. This spreadsheet is a sample of something that you may use.
3. In each row of the spreadsheet, specify which group will receive the permission. The group name must exactly match the group's name in the Stellic staff tab.
4. Within the same row as the group name, "create" the student set by specifying a value in the columns for campus, school, department, program, student_level, and tags.In other words, you can use these columns to create a combination of characteristics of one student set that are additive to each other. Each column can have one value - so, for example, the Pittsburgh campus + Biology program + Senior student_level would be one student set of Pittsburgh Biology seniors.
   • Each row of the spreadsheet is equivalent to one student set.
   • It is not mandatory to add a value to each column - so each column within the student set options (campus, school, department, program, student_level, and tags) can have either zero or one value in it.
   • The values specified must match the data in Stellic exactly. We recommend using the filters that you see in the Student tab of Stellic to validate the information that you're entering. Entering values that don't exist in Stellic will result in an invalid student set.
5. Determine which permissions you would like to assign on these sets of students. You can specify multiple permissions in one cell. Separate multiple values using the pipe delineation function |. Accepted permissions are:
   - student_set-student-change_audit
   - student_set-student-chat
   - student_set-student-make_exception
   - student_set-student-verify_plan
   - student_set-student-view
   - student_set-plan-edit
6. Add users to the group in the Stellic Staff tab. Permissions are effective as soon as the user is added to the group.