Faculty Access Management

Available in: Lightning Experience

Available in: Enterprise, Unlimited, and Developer Editions with Education Cloud

Faculty Access Management grants faculty access to records that they need through academic roles and automated flows. You define the access with three records.

Academic Role

Defines a standardized instructional role, such as Primary Faculty or Instructional Staff, that determines which records its members can access. An academic role consolidates the varied role names that your institution uses into one access profile. For example, a university defines a Primary Faculty role. A school district defines an Instructional Staff role that includes its Teacher, Assistant Teacher, and Substitute Teacher role assignments.

Academic Role Object Access

Defines which records each academic role has access to and at what level. For example, the Primary Faculty role has read access to attendance records and edit access to grade records.

Academic Role Mapping

Translates an existing role value in your institution to a standardized academic role. For example, the Teacher value in the Participant Affiliation field on a course offering participant record maps to the Primary Faculty role. To consolidate several source roles into one academic role, a school district maps Teacher, Assistant Teacher, and Substitute Teacher to a single Instructional Staff role.

When you create data for a course offering, such as a course offering participant, attendance, or grade record, the matching flow runs. The flow identifies the course offering's Primary Faculty and the course offering participants who have the Teacher affiliation. The flow creates a share record at the access level that's defined for each academic role. Scheduled Data Processing Engine (DPE) jobs keep access accurate as teaching assignments begin and end.

For example, for the upcoming semester, you create a course offering for Introduction to Biology, with the professor as the Primary Faculty on that record. The course offering also has two graduate students as course offering participants with the Teacher affiliation. The professor receives edit access to the course offering and its attendance and grade records. The teaching assistants receive the access that's appropriate for their role. When the professor's or the teaching assistants' assignment on the course offering ends, the DPE jobs remove their access.

Faculty Access Management also includes the Academic Access Log object. This log documents faculty's access to course and student data. Share records enforce the record-level access, and the academic access log keeps a separate record of how and why that access changes. Each institution sets its own logging detail and retention policy. Institutions that want an audit trail can extend the flows or DPE jobs to write an academic access log entry whenever access changes.