Securing Student Records

This chapter provides an overview of PeopleSoft Enterprise Student Records security and discusses how to:

• Set up enrollment access IDs.

• Set up enrollment access groups.

• Set up enrollment security for user IDs.

• Set up enrollment security for self-service enrollment.

• Set security for program actions.

• Set security for transcript types.

Understanding Student Records Security

Student Records security setup includes access to enrollment, program actions, and transcript types. You enable security for program actions and transcript types by specifying which program actions and transcript types a user ID is allowed to access.

Enrollment security is more complicated and includes setting up enrollment access IDs and enrollment access groups. An enrollment access ID determines the time period when a user can perform certain enrollment functions and the type of overrides to which a user has access. An enrollment access group determines which types of students a user can enroll. It also controls the courses in which a user can enroll a student. You can add enrollment access IDs to enrollment access groups to limit the time period when the user can perform enrollment functions for the types of students.

Enrollment access IDs or enrollment access groups are assigned to user IDs for administrative users. For student self-service users, you assign enrollment access IDs to permission lists, which are assigned to students.

Prerequisites

Before you set up enrollment access IDs, for each term within academic career, you must:

• Set up the time periods and associate them with sessions.

  Several time periods are delivered with the PeopleSoft system, and you can add other time periods if needed.

• Set up valid time periods for every academic career on the Time Period Table page.

• Attach time periods to sessions and specify the dates for each time period for the sessions within a term on the Session Time Periods page.

See Also

Defining Session Time Periods

Setting Up Enrollment Access IDs

To set up enrollment access IDs, use the Enrollment Security Table component (SAD_TEST_SCTY).

Enrollment access IDs determine when users can perform certain enrollment functions during a specified time period. For example, you can allow advisors to enroll students in classes only during the first two weeks of classes. Enrollment access IDs can also include overrides to allow the user to override certain enrollment rules—for example, to override a class size limit. You assign enrollment access IDs to user IDs for administrative users and to permission lists for student self-service users.

Set up enrollment access IDs for the different groups of people who work with student enrollment. Create groups based on the different type of access that the people in these groups should have for each enrollment function. Groups might include advisors, clerks in the registrar’s office, and registrar staff. Each group should have different types of access. You must also create enrollment access IDs to be used specifically for self-service enrollment.

This section discusses how to:

• Define access for enrollment functions.

• Define enrollment overrides.

See Also

Setting Up Enrollment Security for Self-Service Enrollment

Pages Used to Set Up Enrollment Access IDs

Defining Access for Enrollment Functions

Access the Enrollment Functions page.

For each enrollment access ID that you create, you grant access to enrollment functions by attaching a time period code to each enrollment function. Time period codes determine when the enrollment access ID has access to the specific enrollment action. Use time period code 999 to grant unrestricted access, and use time period code 000 to give no access.

Processing Steps

When the enrollment engine verifies that a user can perform a certain enrollment function, it takes these steps:

• Retrieves the user’s enrollment access ID.

• Checks which enrollment function the user is trying to complete, such as enroll or drop.

• Applies the time period associated with the enrollment function on the Enrollment Functions page, using the user’s enrollment access ID.

  The enrollment engine also evaluates the overrides to which a user has access.

• Accesses the Session table and retrieves the end date for the time period.

• Compares the system date with the end date for the time period.

  If the system date is less than or equal to the end date for the time period, the system grants access for the enrollment function.

Example

Suppose that you want to enroll a student in a class scheduled in the regular academic session. The regular academic session time period 110 has an end date of August 29, 2005. If the action date for the enrollment is greater than August 29, 2005, the system denies access to the enrollment function. If you have defined an enroll-with-permission time period (for example, time period 120), the system requires permission for enrollment.

Defining Enrollment Overrides

Access the Enrollment Overrides page.

Select the override options that the enrollment access ID is permitted to use. The overrides that you select here are used on the Enrollment Request page for users assigned the enrollment access ID.

Is Allowed to Override

Setting Up Enrollment Access Groups

To set up enrollment access groups, use the Enrollment Group Access component (ENRL_GROUP_ACCESS).

This section provides an overview of enrollment access groups and discusses how to:

• Define students for enrollment group access.

• Define access to courses and assign enrollment access IDs.

Understanding Enrollment Access Groups

You use enrollment access groups to allow or restrict enrollment access to groups of students; for example, undergraduate athletes or students in the law career. You can define student groups using any combination of academic institutions, academic careers, academic programs, academic plans, and student groups. You can further restrict enrollment for the student group by assigning enrollment access IDs to limit the time periods when certain enrollment functions are allowed. In addition, you can restrict the enrollment for the student group to courses from a certain academic organization, to specific course catalog numbers, or to specific sessions.

You can also set up enrollment access groups that deny access to a particular group of students or that deny enrollment to particular courses—for example, courses of a particular academic organization, courses with particular catalog numbers, or courses in particular sessions. If you set up an enrollment access group that denies access to groups of students, that enrollment access group cannot be used to provide access to a different group of students. Similarly, if you deny access to particular types of courses for groups of students, you cannot add other rules that allow access to those types of courses.

Prerequisites

Before you can set up enrollment access groups, you must:

• Set up the academic institutions, academic careers, academic programs, academic plans, and student groups.

• Set up enrollment access IDs, academic organizations, course catalog, and session information.

Pages Used to Set Up Enrollment Access Groups

Defining Students for Enrollment Group Access

Access the Enrollment Group Access page.

Description	Enter the description for the enrollment access group. You can only enter a description in this field for a new value. After the page is saved, you cannot change the description.
Delete Enrollment Access Group	Click to delete this enrollment access group. After you click the button, you can still cancel the deletion.
Enroll Security Student Seq No (enrollment security student sequence number)	Displays a counter for each group of students that you define. When you insert additional rows to define parameters for additional student groups, the number increments by one. This field appears on the Enrollment Group Access Course page so that you can define the course information for each group.
Academic Institution	Enter the academic institution that this enrollment access group can access.
Academic Career	Enter the academic career within the selected academic institution that this enrollment access group can access. If you select an academic career, you cannot select an academic program or academic plan.
Academic Program	Enter the academic program within the selected academic institution that this enrollment access group can access. If you select an academic program, you cannot select an academic career or academic plan.
Academic Plan	Enter the academic plan within the selected academic institution that this enrollment access group can access. If you select an academic plan, you cannot select an academic career or academic program.

Note. You can specify only an academic career, an academic program, or an academic plan. You cannot specify a combination of these.

Warning! When this page is saved, the selected access for the enrollment access group becomes effective immediately.

Defining Access to Courses and Assigning Enrollment Access IDs

Access the EnrollmentGroup Access Course page.

Student Seq No (student sequence number)	Displays the enrollment security student sequence number. This is the same field used to count the student groups defined on the Enrollment Group Access page. For each student group, you can define different parameters.
Course Seq No (course sequence number)	This counts each set of parameters for course enrollment—enrollment access ID, academic organization, catalog numbers, and sessions—for each student sequence number. For example, for a particular group of students, you might allow enrollment in two academic organizations. In this case, you would have two course sequence numbers, one to define each academic organization.
Enrollment Access ID	Enter an enrollment access ID if you want to attach a defined set of allowable enrollment functions and overrides to the enrollment access group. You define enrollment Access IDs on the Enrollment Functions page. The Enrollment Access ID is not a required field. If you do not enter an enrollment access ID on this page, all enrollment functions are allowed for all time periods during the session for the students and courses specified for the enrollment group access. Note. You can select any combination of the Enrollment Access ID field, the Academic Organization field, the Catalog No From (catalog number from) field, the Catalog No To (catalog number to) field, the Session From field and the Session To field. Each of these fields creates different parameters for limiting enrollment of the student group.
Academic Organization	Enter an academic organization in which you want to allow the student group to enroll. If you do not select any value, then the student group can be enrolled in classes in any academic organization, unless you specify a catalog number range.
Catalog No From (catalog number from), and Catalog No To (catalog number to)	Enter the catalog number range in which you want to allow the student group to enroll. Entering a catalog number range allows students in the defined student group to enroll in courses within the range. If you want to include more than one range of catalog numbers, add another row to define the second catalog number range.
Session From and Session To	Enter the session range in which you want to allow the student group to enroll. You can include more than one range of sessions by adding a row.
Deny Access	Select to prevent enrollment in the selected parameters. For example, if you select the Deny Access check box, the range of the courses selected are the courses in which the student group cannot be enrolled. All other courses would be available. If you select the Deny Access check box for one course sequence number, select it for any subsequent course sequence numbers that you define for the student group. Each student group has its own student sequence number. Note. You do not need to select an enrollment access ID if you select the Deny Access check box because you are denying access for all time periods and functions.

Warning! When this page is saved, the selected access for the enrollment access group becomes effective immediately.

Setting Up Enrollment Security for User IDs

To set up user ID enrollment security, use the Enrollment Security component (OPR_SA_ACCESS).

This section lists prerequisites and discusses how to define enrollment security for user IDs.

Prerequisites

Before you can create enrollment security for user IDs, you must set up enrollment access IDs and enrollment access groups.

See Also

Setting Up Enrollment Access IDs

Setting Up Enrollment Access Groups

Page Used to Create Enrollment Security for User IDs

Defining Enrollment Security for User IDs

Access the Enrollment Security page.

You can grant a user ID enrollment access by enrollment access group or by enrollment access ID, but not both.

Default Override

If you are granting the user ID access by enrollment access ID, select the override options that you want to set as default overrides for the user ID. You can select only those default overrides that are allowed for the enrollment access ID. The override defaults are available on enrollment pages.

See Also

Setting Up Enrollment Access IDs

Defining Enrollment Overrides

Setting Up Enrollment Security for Self-Service Enrollment

To set up self-service enrollment security, use the Self-Serv Enrollment Perm List component (SA_SS_ENRL_PERM) and the Enrollment Security component (OPRCLASS_SA_ACCESS).

This section provides an overview of self-service enrollment security, lists prerequisites, and discusses how to:

• Define self-service enrollment permission lists.

• Assign enrollment access to permission lists.

Understanding Self-Service Enrollment Security

When a student selects a term for enrollment, the system displays the View My Schedule page. At this point, PeopleCode enables the system to evaluate the roles attached to the student's user ID. The self-service enrollment permission list defined on the Self Service Enrollment Permission List Definition page must be attached to the student's roles. The search is conducted using the institution and term combination that the student selects on the term listing page.

For example, suppose that a student selects the Fall 2005 term at PSUNV. The system searches all of the roles attached to the user ID and determines whether the permission list named SASTDNT exists for PSUNV. If it does, the student is allowed to continue with the enrollment process. If the permission list is not found, the Add, Swap, and Update links are hidden and the system displays this message: “You are not authorized for self service enrollment at this time.”

If a student passes the verification step, subsequent enrollment transactions are subject to enrollment engine security checks. When an enrollment request is submitted, the enrollment engine uses the enrollment access ID attached to the self-service permission list to evaluate time period security as usual.

Here’s how to set up security for self-service enrollment:

1. Create a self-service permission list for student self-service enrollment on the Permission Lists page.

   (Select PeopleTools, Maintain Security, Use, Permission Lists to access the Permission Lists page.)

2. Create a role for student self-service in the Roles component.

   (Select PeopleTools, Maintain Security, Use, Roles to access the Roles component.) Attach the permission list to this role.

3. Attach an enrollment access ID to the permission list using the Permission List – Enrollment Security page.

4. Specify the self-service enrollment permission List for the institution using the Self Service Enrollment Permission List page.

Prerequisites

Before you can set up self-service enrollment security, you must:

• Create the role for student self-service on the Roles page.

• Set up a self-service enrollment permission list on the Permission List page.

• Set up enrollment access IDs on the User ID – Enrollment Security page.

Pages Used to Set Up Enrollment Security for Self-Service Enrollment

Defining Self-Service Enrollment Permission Lists

Access the Self Service Enrollment Permission List Definition page.

Permission List	Enter the self-service permission list that you created. The academic institution is associated with the permission list.
Delete	Click to delete the academic institution and permission list combination defined on the page. In the preceding example, the PSUNV/SASTDNT row would be deleted from the table. A warning message appears when you click the Delete button.

Assigning Enrollment Access to Permission Lists

Access the Permission List – Enrollment Security page.

Academic Institution	Enter an academic institution that a student can access for self-service enrollment using this permission list.
Enrollment Access ID	Enter an enrollment access ID to allow students using this permission list to access the enrollment functions during the time periods specified in the enrollment access ID.

Setting Security for Program Actions

To set up program action security, use the Program Action Security component (SCRTY_PROG_ACTION).

This section lists a prerequisite and discusses how to define program action security.

Prerequisite

Before you can set up program action security, set up the program actions on the Program Action Table page.

See Also

Setting Security for Program Actions

Setting Up Admissions Program Actions and Program Action Reasons

Page Used to Set Security for Program Actions

Defining Program Action Security

Access the Program Action Security page.

Program Action	Enter a program action that the user ID can access. The access code is set to Read/Write.
All Access	Click to assign access to all program actions for the user ID.

Setting Security for Transcript Types

To set up transcript type security, use the Transcript Type Security component (SCRTY_TSCRPT_TYPE).

This section lists a prerequisite and discusses how to define transcript type security.

Prerequisite

Before you can define transcript type security, set up transcript types in the Transcript Type component.

Note. Transcript type security does not affect access to transcript types in PeopleSoft Learner Services or PeopleSoft Learning Management self-service applications.

See Also

Setting Up Transcripts

Producing Transcripts

Page Used to Set Security for Transcript Types

Defining Transcript Type Security

Access the Transcript Type Security page.

When a user attempts to process a transcript on the Transcript Request page, the Batch Transcript Request page, or the Batch Transcript Generation page, the user can select only those transcript types for which they have security access.

Note. It is recommended that you do not define a transcript type of ALL because the system uses this value to grant users access to all transcript types.