Staff Guide: School/Unit level roles

Introduction

MMS has a tiered permission system comprising:

• Institutional level
• Faculty level
• School/Unit level
• Module level
• Group level

The institutional level applies system-wide (e.g., Registry). Beneath this, MMS has Faculties, which contain Schools and Units. Modules belong to Schools, and Groups belong to Modules.

Roles are collections of permissions. When a user is given a role at one level, they receive those permissions at that level and all levels below.

For example:

• A Director of Teaching role at the School level includes permission to report module results. The user can therefore report results via the School dashboards and also in the Final Grade Tool at the Module level.
• A Module Coordinator role applies only at the module level — allowing tasks such as setting assessments or creating groups, but only within that module.

MMS permissions are additive. If a user holds more than one role, they receive the combined permissions of all roles.

This guide contains:

• Viewing school level roles
• Adding staff to a school
• Adding staff to additional school roles
• Removing users from school roles

Viewing School level roles

Users with roles such as Unit administrators, Directors of teaching and Heads of School can view school level roles. To view school level roles:

1. Log into MMS.
2. Select the School from the drop-down list at the top of the page.
3. Select View School.
4. In the People section, select Assign Staff Roles.

The Assign Staff Roles dashboard has 4 sections:

• Inactive Staff – staff who previously held a role but have since left. If they return, they regain their previous permissions.
• Search MMS – used to add new staff to the School.
• Staff Roles – table of staff in the School, showing their assigned roles.
• Import from Institution – staff linked to the School in the HR database but not yet listed under Staff Roles.

In the Staff Roles table, staff names are listed vertically and roles horizontally. A checked box shows that the staff member holds that role. Hovering over a box shows the user and role.

Adding staff to a school

To add a user to a school:

1. Log into MMS
2. Ensure the school is selected from the drop down list at the top of the page.
3. Select the View School button.
4. In the People section, select Assign Staff Roles.
5. Locate the Search MMS section
6. Enter the staff members username into the field provided (Username works better than full name).
7. Select the Search button.
8. Select the required user from the list that appears by checking the tickbox next to their name.
9. Select the Import External Users button.

The staff member will appear in the Staff Roles table with the default role of Employee. This role does not provide School-level access but ensures they appear in drop-down lists of staff.

Adding staff to additional school roles

Any user added to the school will appear with the default role of Employee. To assign users to other roles:

1. Log into MMS
2. Ensure the school is selected from the drop down list at the top of the page.
3. Select the View School button.
4. In the People section, select Assign Staff Roles.
5. Locate the user in the Staff Roles table.
6. Tick the box for the additional role(s) required. Hover over a box to confirm the role.
7. Scroll down to the bottom of the table.
8. Select the Update Roles button to save.

Changes apply immediately, though the user does not receive a notification.

Removing users from school roles

To remove a user from school roles:

1. Log into MMS
2. Ensure the school is selected from the drop down list at the top of the page.
3. Select the View School button.
4. In the People section, select Assign Staff Roles.
5. Locate the user in the Staff Roles table.
6. Un-check all the tick boxes associated with the suprlus roles. un-checking all boxes will remove the user from the school.
7. Scroll down to the bottom of the table.
8. Select the Update Roles button to save.