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Admins: User Management

Set up your users with specific permissions in order to ensure that they can see and do everything they need for their work while protecting student data to the highest degree possible.

Why Limit Access?

Student data and privacy must be safeguarded. Analytics uses multiple datasets to identify subpopulations of at-risk students based on unique predictors of persistence to inform policy and outreach.

Basic access: Users without access to student-level data or the ability to send messages to students can still use the application for its group-level analytics, to identify risk factors for different groups of students without seeing any data for individual students within the student groups being analyzed.

Admin access: Users with administrative privileges have the ability to give or remove access to student-level data and the ability to send messages to students for users of Analytics.

Best practices

  • Minimize the number of users who can access student-level data (which includes names, IDs, emails, and persistence predictions)

  • Restrict who has the power to send direct outreach messages to groups of students.

Manage Users

From the sidebar, select User Management. If you do not see this link, log in as an admin-level user.

From the main Manage Users tab, you can find, add, edit, and delete individual users. Select the Add User button at top right to add an individual user.

In the list of existing users, select the Edit (pencil) icon to the left of any user’s name to modify their permissions; select the Delete (trashcan) icon to remove that user.

Tips and Cautions

  • You can assign permissions when creating a user’s account or later. The Permissions column will be empty for any users that still need setup.

  • Any edits you make to permissions take effect immediately.

  • To allow Civitas to handle creating temporary passwords for your users to change, use Import Users.

  • When you add users, email addresses are validated to be well-formed, but they are not verified.

  • Edits and Deletes cannot be undone, so use the Export (arrow) button to download a CSV file of your entire user list before making major changes and purges.

Access Permissions

Because Analytics permissions are set up per user, each user can have unique permissions, given access to student-level data only as appropriate. For example, you may need Paul to be able to send campaigns, but he has no need for the raw prediction scores:

In general, granting top-level access only to the application area (those in bold, below) means that the user will be able to view general analytics charts and reports but not access personal information or export data.

  • Illume Students

    • View and Export Student Lists

      • Include Raw Prediction Scores

      • Send Nudge Campaigns to Students

        • Allow another nudge campaign-authorized user to send a campaign on my behalf

    • Access Financial Aid Data

  • Illume Courses

    • View and Export Student Lists

  • Adoption Reports

    • Export Degree Map Usage Report

    • Export Illume Usage Report

    • Export Course Insights Usage Report

    • Export Inspire for Advisors Usage Report

    • Export Inspire for Faculty Usage and Course Views Reports

    • Export Inspire for Advisors Outreach Report

    • Export Inspire for Faculty Outreach Report

Granting 'View and Export Student Lists'

If a user is given access to view and export student lists, they will be able to access and download lists of students to identify currently enrolled students that meet the selected filter criteria. These lists include each student’s ID, name, email, enrollment status, persistence and completion predictions, and the last and next terms enrolled.

  • To export this data to a .csv file (readable by spreadsheet and analytics applications), select the Download button. The file includes student names and details, so handle this file securely to protect student privacy.

  • To start a nudge campaign for the students on this list, select the Outreach button.

These are some ways to access a Student List. Look for a link on Currently Enrolled Students:

Prediction Distribution

Powerful Predictor

Paired Predictor Plot

From the Dashboard, look at the Prediction Distribution (pie) chart. Select the number in the center to open the student list.

Highlight a range of a Powerful Predictor’s probability density chart. At the right end of the bar, select View Currently Enrolled Students to open that student list.

In any quadrant of a Paired Predictor Plot, select Currently Enrolled Students (located below the ratios) to open that quadrant’s student list.

Granting 'Include Raw Prediction Scores'

You can give or remove access to students’ raw prediction probability value. This permission is intended for institutional research and analytics teams who need these prediction values for additional research.

If given access to raw prediction scores, the user will be able to see each individual student’s score when they download a student list in a .csv file.

Granting 'Send Nudge Campaigns to Students'

If a user is given access to send nudge campaigns to students, they will be able to send bulk messages to students from within Administrative Analytics using the Outreach button on the Student List page.

Granting 'Allow another to send a campaign on my behalf'

If a user is given access to allow another nudge campaign-authorized user to send a campaign on their behalf, they will be able to have messages sent to students on their behalf from within Administrative Analytics. This permission lets them be included in the From list, so that others can send emails for them.

To send a nudge on behalf of another user, open a student list and select the Outreach button. From the pop-up window, locate the From field and select the drop-down arrow. Select the name and email address of the user who will appear be the sender: