User Management - How To


Add a New User

Before adding a new user, confirm what permissions the user should have (e.g., instance- district-, school- or vendor-level access; which district(s) or school(s), etc.). To ensure we are complying with FERPA, the new user should not be the person confirming their level of access, it should come from the data manager or director of the grant!

Create the User in SCRIBE

  1. In SCRIBE, go to Tools > User Management. 


  1. Click Add.


  1. Enter the new user’s details in the required fields, using their email address as their User Name. Leave the fields in the Status box in their default state.


  1. Click Save.


  1. SCRIBE will send the new user an email with a temporary password and a link to log into SCRIBE for the first time where they will be immediately prompted to set their own password. Let the new user or whoever requested the new user be added know to expect an email and to check their spam folder if they don’t see an email from SCRIBE soon.


Associate a User

 If you attempt to add a new user who already exists, you will receive an error message: User Name is being used by another user. User Name must be unique. Associating a user is used when the user already has access to another instance in SCRIBE.

  1. In SCRIBE, go to Tools > User Management. 


  1. Click Associate User.


  1. Enter the last name or user name. Click Search.


  1. Check the box next to the correct user. Click Associate.





Assign Roles 

User roles, also referred to as user permissions, designates what data the user is able to view, enter, and/or edit in SCRIBE. Confirm with the grant’s data manager or director which permissions the user should have.


  1. In a user’s profile, click on the Roles tab. 


  1. Click the level of permission the user needs (e.g., Instance-, District- or School-level).


  1. Existing roles already assigned to that user at that level will be displayed, if any. Click Edit Roles.


  1. Check the box(es) next to the appropriate permission(s). 


  1. Click Save.





Permission Levels:

  1. System-level - reserved for Xcalibur employees only


  1. Instance-level - allows a user to view, enter, export and/or edit data for all districts and schools in the instance. If a user has instance-level permissions, they do not need to be given district- or school-level permissions.


  1. District-level - allows a user to view, enter, export and/or edit data for that district and all school(s) in that district. If a user has district-level permissions, they do not need to be given school-level permissions for any school in that district. Users can be given district-level permissions for multiple districts if needed. 


  1. School-level - allows a user to view, enter, export and or/edit data for a school. A user can be given school-level permissions for multiple schools in the same or different districts if needed.


Tips & Troubleshooting: 

  1. Typically, do not assign permissions that allow the user to delete any data unless explicitly requested by the data manager or director of the grant. This is a fail-safe to make sure data is not accidentally deleted or edited.


  1. Typically, do not assign user management permissions. This is a fail-safe to make sure all users retain the permissions they were assigned originally and do not gain access to protected data or permissions to delete/edit data. Some grants have designated one staff member who has user management permissions and is responsible for adding new users to SCRIBE in which case only that person should have user management permissions.


  1. It might be useful to assign additional permissions to a user for a limited period of time. For instance, if a user needs to edit a group of students, delete or edit services, add a group of new users to SCRIBE, etc. Ask them to notify you when they are finished so you can remove the added permissions from their account. 


  1. Vendor-level permissions allow the user to upload and download attachments at the instance level only. They cannot view any other data in SCRIBE. Vendor-level permissions are typically assigned to users who work for a GEAR UP vendor or partner (e.g., a tutoring service, texting service, etc.) and typically attach documents like attendance rosters and other service participation documentation or match data.


  1. Sometimes a requestor will ask for a user to have the same permissions as another user in their instance. The Role Summary under the Role tab is an easy way to see what permissions the existing user has and that the new user should also have. Take a screenshot of that person’s permissions so you can reference it when you assign the new user the same permissions. 





Roles Assigned in SCRIBE

Role

Description

Level*

Recommendation

Note

Add District

Allows a user to add and edit districts.

I

Do not assign


Add Edit Services

Allows user to add and edit services

I, D, S



Add School

Allows a user to add and edit schools

I, D

Do not assign


Add/Edit College Enrollment

Allows a user to add and edit college enrollment. College Enrollment module must be set up in SCRIBE.

I, D, S



Add/Edit Course

Allows a user to add and edit courses

I, D, S



Add/Edit Match Data

Allows a user to view, add and edit match data. Match Tracking module must be set up in SCRIBE.

I


User must also have view staff permissions to view related match data

Add/Edit Partner

Allows a user to add and edit partners.

I


User must have view match data permissions

Add/Edit Service Template

Allows a user to add and edit service templates

I



Add/Edit Staff

Allows a user to add and edit staff. Match Module must be set up in SCRIBE

**This is a different permission than add/edit teacher

I


User must have view match data permissions

Add/Edit Standardized Test

Allows a user to add and edit standardized tests 

**This is a different permission than allows for users to enter standardized test scores

I

Assign sparingly


Add/Edit Student

Allows a user to add and edit students.

I, D, S



Add/Edit Student Group

Allows a user to add and edit student groups.

I, D, S



Add/Edit Teacher

Allows a user to add and edit staff/teachers

I, D, S



Add/Edit/Delete Participation

Allows a user to add, edit and delete participation

I, D, S



Delete Attachment

Allows a user to delete attachment uploaded by anyone

I, D, S



Delete College Enrollment

Allows a user to delete college enrollment. College Enrollment module must be set up in SCRIBE.

I, D, S

Assign sparingly


Delete Course

Allows a user to delete courses.

I, D, S

Assign sparingly


Delete District

Allows a user to delete districts.

I

Do not assign


Delete Match Data

Allows a user to delete match data. Match Tracking module must be set up in SCRIBE.

I

Assign sparingly

User must have view match data permissions

Delete Partner

Allows a user to delete partners. Match Tracking module must be set up in SCRIBE.

I

Assign sparingly

User must have view match data permissions

Delete School

Allows a user to delete schools.

I, D

Do not assign


Delete Service

Allows a user to delete services.

I, D, S

Assign sparingly


Delete Service Template

Allows a user to delete service templates.

I



Delete Staff

Allows a user to delete staff. Match Tracking module must be set up in SCRIBE.

I

Assign sparingly


Delete Standardized Test

Allows a user to delete standardized tests 

**This is a separate permission than allows for users to delete standardized test scores



Assign sparingly


Delete Student

Allows a user to delete students.

I, D, S

Do not assign


Delete Teacher

Allows a user to delete teachers.

I, D, S

Do not assign


Download Attachment

Allows a user to download attachments uploaded by any user.

I, D, S



Edit District

Allows a user to edit district information.

I, D

Do not assign


Edit School

Allows a user to edit school information.

I, D, S

Do not assign


Edit Student

Allows a user to edit student information.

I, D, S

Do not assign


Expense Report Approval Level - GEAR UP Director

Allows a user to approve expense reports at the director level.

I, D, S

Do not assign unless to director


Expense Report Approval Level - Regional Facilitator

Allows a user to approve expense reports at the regional facilitator level.

I, D, S

Do not assign unless to regional facilitator


Expense Report Approval Level - University

Allows a user to approve expense reports at the university level.

I, D, S

Do not assign unless to university employee


Importer

Allows a user to import data.

I, D, S



Instance Admin

Allows a user to access instance administration features.

I

Do not assign


Manage Scholarship Applications

Allows a user to view, edit and delete student scholarship applications. Scholarship module must be set up in SCRIBE.



User must have view school and view sensitive information permission

Manage Scholarship Institutions

Allows a user to view, edit and delete scholarship institutions. Scholarship module must be set up in SCRIBE.

I



Manage Scholarship Lists

Allows a user to view, edit and delete scholarship lists. Scholarship module must be set up in SCRIBE.

I



Manage Scholarship Payments

Allows a user to view, edit and delete scholarship payments. Scholarship module must be set up in SCRIBE.

I


User must have view school and view sensitive information permission

Manage Scholarships

Allows a user to view, edit and delete scholarships. Scholarship module must be set up in SCRIBE.

I



Manage Service Providers

Allows a user to view, edit and delete service providers. 

I



Manage Service Provider Types

Allows a user to view, edit and delete service provider types.

I



Manage Standard Courses

Allows a user to view, edit and delete standard courses.

**This is a separate permission than allows for users to add, edit or delete courses

I

Assign sparingly


Manage Student Pathways

Allows a user to view, edit and delete student pathways.

I



Person Notes Manager

Allows a user to edit and delete notes that have been created by other users.

I, D, S



Student Note Taker Only

Allows a user to add notes for a student. 

I, D, S



Submit Expense Report

Allows a user to submit an expense report.

I, D, S



Teacher Note Taker Only

Allows a user to add notes for a teacher. 

I, D, S



Upload Attachment

Allows a user to upload an attachment. 

I, D, S


User will also need download attachment permission if needed

User Management

Allows a user to add, edit and delete/lock users.

I

Do not assign


Vendor Attachment Access

Allows a user to upload, edit, download and delete vendor only attachments.

I, D, S, V

Assign to vendors


View Match Tracking

Allows a user to view match tracking. Match Tracking module must be set up in SCRIBE.

I, D



View School

Allows a user to view school(s) and any data associated with school(s).

I, D, S



View Sensitive Information

Allows a user to view sensitive information about students.

I, D, S



View SSN

Allows a user to see students’ social security number.

I, D

Assign sparingly

User must have view school and view sensitive information permissions.

View Staff

Allows a user to view staff-related data. Match Tracking module must be set up in SCRIBE.

I, D


User must have view match data permission.

*I = Instance, D = District, S = School, V = Vendor