ctcLink Reference CenterResourcesPeopleSoft Security CS SecurityCS 9.2 SACR Security: Basic Requirements for Staff

CS 9.2 SACR Security: Basic Requirements for Staff

Purpose: Use this document as a reference for Securing Student Records in ctcLink.  All administrative system users with 'Z' security roles in the Campus Solution pillar will require this basic SACR Security setup to define their institution, set their campus(es), careers (undergraduate/continuing education) and academic organizations they need access to in order for page/components in the CS to properly function.  Without setting this basic access search results will not be returned for student records.

Audience: Managers requesting/approving security access for staff in the Campus Solutions pillar and College IT  Security needing clarity on the access requested.

In ctcLink component security is used to restrict access to student data for specific User IDs by institution, campus, career, program, and plan. In most cases ctcLink uses standard delivered component security, with the exception of some areas of Financial Aid, where additional security was applied to restrict access to an institution to ensure each college's data is segregated when being viewed by staff. Since component security is being utilized in the ctcLink implementation of PeopleSoft, each administrative system user in Campus Solutions will require an additional layer of security to enforce the restrictions to view data for their institution and selected campuses, careers and program/plans only.

When establishing a new user in the Campus Solutions pillar, four pages within SACR Security must also be established for each users (at a minimum) to grant access to the data for the college in Student Records. The SACR Security pages listed below must have the user access defined in order, as the access builds upon the prior page having been established. Depending on the 'Z' roles granted to the user, (for example ZZ CS Test Score), additional SACR Security may be needed to grant access to specific information or provide the capability to perform certain actions. Review the ZZ Role List to determine what additional SACR Security is necessary for each role.

 

Academic Institution Security

To set security for which institutions the user may access grant access on the Academic Institution Security page. This access definition is a required prerequisite for all other layers of SACR Security.

Navigation:  Set Up SACR> Security> Secure Student Administration> User ID> Academic Institution Security 

  1. Enter the User ID (EMPLID).
  2. Click Search
  3. If more than one search result is returned, select the appropriate user.
Desktop
  1. Click the Look Up (spy glass) icon to select the appropriate Academic Institution:
    • WA010 - Peninsula College
    • WA030 - Olympic College
    • WA110 - Pierce District
    • WA130 - Lower Columbia College
    • WA140 - Clark College
    • WA170 - Spokane District
    • WA220 - Tacoma Community College 
Desktop
  1. Once you have selected the appropriate institution code, click Save.
  2. Click Return to Search
Institution/Campus Security

To set security for which institution and campus combinations the user may access grant access on the Institution/Campus Security page.

Navigation: Set Up SACR > Security > Secure Student Administration > User ID > Institution/Campus Security

  1. Enter the User ID (EMPLID).
  2. Click Search.  If more than one search result is returned, select the appropriate user.
Define User Preferences in FSCM | PeopleSoft Security | ctcLink Reference Center - Mozilla Firefox
  1. If 'No matching values were found' is returned, click the Add a New Value tab.
  2. Enter the User ID (EMPLID).
  3. Enter the Academic Institution, or use the Look Up (spy glass) icon to search for the appropriate institution.
  4. Click Add to insert a new record for that User ID and Academic Institution combination.
    • Note: Selecting an institution not defined as accessible under the Academic Institution Security step will generate an error when attempting to save the record. Go back to the prior step to add the Academic Institution Security setup.
Define User Preferences in FSCM | PeopleSoft Security | ctcLink Reference Center - Mozilla Firefox
  1. On the Institution/Campus Security page, click the Look Up (spy glass) icon to select the appropriate Campus location(s).
  2. If more than one value exists and needs to be added, click the Plus (+) symbol to add a new row. 
  3. When done entering Campus values, click Save.
Institution/Career Security

 
To set security for which institutions and career combinations the user may access grant access on the Institution/Career Security page. This access definition is a required prerequisite for many other layers of SACR Security, such as Academic Program Security and is dependent upon defining Academic Institution Security first.

Navigation: Set Up SACR > Security > Secure Student Administration > User ID > Institution/Career Security. 

  1. Enter the User ID (EMPLID).
  2. Enter the Academic Institution.
  3. Click Search.
Define User Preferences in FSCM | PeopleSoft Security | ctcLink Reference Center - Mozilla Firefox
  1. On the Institution/Career Security page, use the Look Up (spy glass) icon to search for the appropriate Academic Career values, such as CNED and UGRD
    • Institutions that have never offered Continuing Education classes will only see UGRD for the Undergraduate Academic Career, however if the institution previously offered Continuing Education and want to grant access to student's transcript information relative to that career, add this value even if the institution no longer offers Continuing Education classes today.
  2. To add more than one Academic Career value, click the Plus (+) symbol to add a new row.
  3. When done entering Academic Career values, click Save.
Define User Preferences in FSCM | PeopleSoft Security | ctcLink Reference Center - Mozilla Firefox
Academic Organization Security

Use the Academic Organization Security table to grant or restrict user access to academic organizations. When granting users access to an academic organization, the system automatically grants them access to data in any academic organization that reports—directly or indirectly—to that academic organization, unless you selectively restrict access to a specific organization. Securing data for Academic Organizations is achieved by use of an academic organization security tree, which is a security structure that graphically represents the hierarchies of organizational units in an institution.  All academic organizations will exist in the security tree, even if no longer in active use, as student records associated with the now inactive academic organization(s) will still require access to retrieve the student's historical data.  It is possible to change the Academic Organization Security Tree over time by having effective dated version of the tree.  The access granted in the Academic Organization Security table will refer to the current effective dated security tree. If significant changes are made to the tree a review of security applied on this SACR Security page will be needed.

To set basic security for which academic organizations the user may access it is recommended to grant access to the highest academic organization in the hierarchy for the institution (e.g. 010PENCO).  As colleges mature in their understanding of the needs of individual users ability to view student record data for their various academic organizations, additional restrictions on specific academic organizations may be applied.

Navigation:  Set Up SACR > Security > Secure Student Administration > User ID > Academic Org Security

  1. Enter the User ID (EMPLID).
  2. Click Search.
Define User Preferences in FSCM | PeopleSoft Security | ctcLink Reference Center - Mozilla Firefox
  1. Use the Look Up (spy glass) icon to search for the highest academic organization in the institution's hierarchy. Each institution's Academic Organization value sets will begin with their 3-digit institution code (e.g. 010 = Peninsula College).  The highest academic organization in the institution's hierarchy will have the institution's name in both the Acad Org code value and Description.  Below is a sample list of college's highest academic organizations:
    • 010PENCOL = Peninsula College
    • 030OLYMPIC = Olympic College
    • 110PIERC = Pierce College District
    • 130LWRCO = Lower Columbia College
    • 140CLARK = Clark College
    • 171SPOKANE = Spokane Community College
    • 172SPOKEFL = Spokane Falls Community College
    • 220TACOMA = Tacoma Community College
    • 300CASCADI = Cascadia College
  2. The Access Code will default to 'Read/Write Access.'
  3. To restrict access to a specific academic organization, add that Acad Org value and set the Access Code to 'No Access.'
  4. Click the Plus (+) symbol to add more rows.
  1. When done entering Acad Org values, click Save.

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