Breadcrumbs

Data Collection Ownership & User Access

Data Collection Ownership

Separate from the users involved in a Data Collection Workflow, the Data Collection owner is the organizational division that owns the data collection. The owner can perform managerial Data Collection actions such as defining the start and end dates, managing assignments, setting up Data Collection notifications, tracking collection progress, and reviewing submissions. 

If

Then

A Data Collection is owned by an Institution

The Institution is the owner; Institution Admins have managerial permissions.

A Data Collection is owned by a College

The College is the owner; Institution and College Admins have managerial permissions.

A Data Collection is owned by a Department

The Department is the owner; Institution, College, and Department Admins have managerial permissions.
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Product Tip

Institutions may choose to have Colleges or Departments own Data Collection if they are the only unit in the Organizational hierarchy completing the Data Collection’s forms. This structure or ownership allows the College or Department autonomy to manage Data Collection forms and results as needed, without required support from an Institution Admin. 

Institutions should not assign a College or Department as the owner of a Data Collection if more than one College or Department will be using the Data Collection. 

Data Collection User Role Access

When determining what user roles will be involved in the data collection, it is essential to consider which Institution offices will be required to contribute to or approve the form. 

Role

Data Collection Access

Institution Admin

Platform Page Access:

  • Data Collection Schedules

  • Data Collection Manager

  • Workflow Library

    • Workflows can be viewed; a support ticket should be submitted to alter or create a new workflow.

  • Strategic Plan Objectives

Additionally, data collection reports can be generated via the Reports Library for all Data Collections regardless of ownership. 

Edit access to the following Data Collection components for all Data Collections:

Edit access to the following Data Collection Schedule components for all Data Collection Schedules:

  • Preview Previous Form

  • Hide Next Steps in Form History

  • Hide Form Update History in Form History and Actions

  • Enable Data Collection Editor filtering

College Admin

Platform Page Access:

  • Data Collection Schedules

  • Data Collection Manager

Edit access to the following Data Collection components for all Data collections owned by the College or associated Departments:

Additionally, data collection reports can be generated via the Reports Library for:

  • Data Collections that are owned by the College or associated Departments.

  • Data Collection forms submitted by the College or Department that are owned by the College or Institution.

Department Admin

Platform Page Access:

  • Data Collection Schedules

  • Data Collection Manager

Edit access to the following Data Collection components for all Data collections owned by the Department:

Additionally, data collection reports can be generated via the Reports Library for:

  • Data Collections that are owned by the Department.

  • Data Collection forms submitted by the College or Department that are owned by the College or Institution.

The following user roles will see data collection forms assigned to them via Action Items and the My Data Collection Forms and My Forms dashboard widgets.

https://heliocampus.atlassian.net/wiki/s/-2024114597/6452/d11bb6fdc5c8ba4c973785837de5a62b5833bfe3/_/images/icons/emoticons/information.png If a platform user with one of the following user roles is the owner of a data collection form, they will see the completed form via the Completed Forms dashboard widget.

  • College Committee

  • Course Section Director

  • Department Committee

  • Graduate College Committee

  • Institution Committee

  • Program Coordinator

  • Provost Office

  • Students

 

📙 Knowledge Base Tip: Learn more about the platform’s role-based access control for dashboard widgets.

The following user roles have access to the Data Collection Manager and can run reports for forms they have permission to access based on the College or Department ownership of the form.

  • Assessment Office

  • College Academic Liaison

  • Course Academic Liaison

  • Course Coordinator

  • Curriculum Office

  • Dean

  • Department Academic Liaison

  • Graduate College Academic Liaison

  • Graduate College Admin

  • Graduate Dean

The following user roles can create Strategic Plans and edit plans based on the College or Department ownership of the plan.

  • College Admin

  • Department Admin

  • Institution Admin

  • Strategic Plan College Chair

  • Strategic Plan Department Chair

  • Strategic Plan Institution Chair

  • Strategic Plan Objective Editor