Adding locks to students

Topics covered in this article:

Locks let you restrict students from accessing certain parts of Populi while the lock is in effect. For example, you could add a Registration Lock to undergraduate students with GPAs below 2.0, thus excluding them from accessing online registration on their own. Here's how locks work:

  1. Locks have three elements:
    • Type: The name of the lock (e.g. Registration, Courses, etc.)
    • Area: The parts of Populi the lock restricts a student from accessing.
    • Permissions: Which user roles can add/edit the lock and which roles can read the lock reason.
  2. Populi has four built-in locks (described below). Your school can use the built-ins or request that we add or modify the locks to better suit your purposes.
  3. Locks can be added, managed, and removed on student profiles as well as by using the Data Slicer.
  4. You can find locked students by searching for Lock Type in the Data Slicer.

Lock areas

Each lock area affects a distinct aspect of Populi. Lock types can combine any or all (or none!) of these areas:

  • Registration: Self-service, online registration during online enrollment periods
  • Grades: In-progress assignment grades and final course grades
  • Transcript: The ability for students to export their own unofficial transcripts
  • Charge to account: Charging Bookstore purchases to student accounts
  • Courses: Access to courses, content, assignments, lessons, discussions, and so on

Built-in lock types

Here are the built-in lock types, the areas that they restrict, and the user roles with read/write permissions to each:

  • All locks: Staff, Faculty, the student's Advisors, and Academic Auditors can see that any lock type has been applied by looking at a student's profile. Students can always see their own locks.
  • Registration: Locks the Registration area.
    • Add/edit: Academic Admin, Registrar, the student's Advisor
    • Read-only: See All Locks, above.
  • Grades/Transcript: Locks the Grades and Transcript areas.
    • Add/edit: Academic Admin, Registrar
    • Read-only: The student's advisor
    • A student can also receive a lock on a grade for an individual course if he fails to submit a course evaluation.
  • Financial Lock: Locks the Registration, Grades, Transcript and Charge to Account areas.
    • Add/edit: Financial Admin, Student Billing
    • Read-only: The student's advisor. Additionally, Bookstore Admins and Staff can see if Charge to Account has been locked for a student in Bookstore POS.
  • Course: Locks the Courses area.
    • Add/edit: Academic Admin, Registrar, Financial Admin, Student Billing
    • Read-only: The student's Advisor

Requesting changes for your school's locks

All of the built-in locks are customizable. You can also request to have us add new lock types for your school (or disable the built-ins). Here's what you need to keep in mind:

  • Additions or modifications to lock types may be requested via support request by someone at your school with the appropriate permissions. For example, if someone requests a lock that affects academic access, that person should have the Academic Admin role.
  • You can request any combination of any of these aspects of a lock:
    • Lock type: You can add as many lock types as your school needs. Lock types can duplicate each other in all other details—but for the sake of usability and your sanity, you should at least give each Lock Type a different name!
    • Lock area: Each lock type can affect any combination of the areas described above. For example, you could request a lock that restricts student access to their courses, transcript, and registration (but doesn't restrict access to transcripts or Bookstore charge-to-account). You can even request a lock that doesn't restrict any areas at all.
    • Permissions: You can specify add/edit or read-only permissions for any of Populi's user roles or the student's advisor.
  • Remember that add/edit permissions let users view and change the lock, the lock reason, and the internal note. Read permissions let users view the lock and lock reason.

Here are a few examples of what you could request:

  • The "Bookstore" lock type, which lets Bookstore Admins restrict students from charging items to their accounts and gives Financial Admins read-only access.
  • Three, separate Course locks—one for use by Academic Admins, another for Financial Admins, and yet another for Admissions Admins. The first two are meant for academic or financial malfeasance, while the last one is for use by Admissions Admins on incoming freshmen who need to nail down some more entrance requirements.
  • A modified Grades/Transcript lock that also lets the student's Advisor add and edit the lock.

Ways to add locks

There are several ways to add locks to students; below, you'll see instructions for the first two methods:

  • You can add a lock to an individual student on his profile.
  • Locks can be added to a group of students in Academics > Reporting > Data Slicer.
  • You can request that we set up a custom automation that adds or removes a lock when some other event triggers it.

Adding a lock to one student

Here's how to add a lock to an individual student on his profile:

  1. In the left column of the student's profile below the photo, click Add a lock.
  2. Select the lock type you wish to add. You can only add locks that allow your user roles to add/edit the lock.
  3. Enter a reason. The reason will be displayed to the student so he knows why he's locked out. It will also be visible to anyone with read-only access to this lock type.
  4. Enter an internal note. This will be visible to other users that can add/edit this lock type. It will not be visible to the student.
  5. When you're done, click Save.

After adding the lock:

  • It lists under the Locks heading in the left column.
  • Click the lock type to view, edit, or remove it (see below).
  • You can include the student in Data Slicer reports by searching for the Lock Type.
  • You (and other add/edit users) can add this same lock type again as many times as you need to.

Adding locks in bulk using reporting tools

You can add a lock to a group of students in the Data Slicer, the Advised Students report, the Leads report in Admissions, and many of the reports in Financial > Billing. (You can also remove locks in all these reports.)

  1. Run, load, or filter a report.
  2. Click Actions.
  3. Select the lock action you wish—it will be some variation of Manage Locks.
  4. Follow the above instructions for adding a lock.

After performing this action, the lock will be added to all of the students in your report.

Removing and editing locks

You can edit or remove a lock from a student at any time (provided, of course, you have add/edit permissions).

  1. Go to the student's profile.
  2. Click the lock type you wish to change.
  3. The dialog will show you all the locks of that type (the same lock may have been added multiple times by different people).
  4. Click and select whether to edit the lock or remove it.
  5. You can also click the action at the bottom to remove all the locks of that particular type.
Was this article helpful?
13 out of 13 found this helpful
Submit a request


Article is closed for comments.