The permission roles are too broad. They need to be able to be more fine-tuned; especially regarding the access to Social Security numbers. Right now, any Staff can see the SS#, leading us to not record them at ALL in Populi. Seems like an unnecessary access to private info.
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8 comments
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Joel Wingo I agree that it would be good to fine tune the permissions. Some of my co-workers need the ability to read but not write in certain areas.
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Marc Holloman Is there any way to block out acces to all but the last four digits of the SS# (ex. XXX-XX-9999) except to those with admin privileges in order to protect privacy?
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Brendan O'Donnell Marc,
As this Feature Request shows, we're listening to what our customers need on this front. Here's how SSN's currently work:
- Anyone with the Staff role can enter and read SSNs.
- Once an SSN is entered, only the last four digits are visible to anyone just looking at the Profile.
- If someone edits the SSN field, they can see the whole thing, but they can't copy-and-paste the digits.
We realize the Staff setup isn't ideal for all of our customers, but the alternative--Academic Admin only--creates other problems. For instance, that puts the onus on high-level people to fill in the one field for all the people in the system. Or, it would lead to some institutions doling out the Academic Admin role to more people than really need it, just so they can enter SSNs...
We are thinking about how best to do this. Keep the comments coming!
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Robert Damon Social security numbers need to be limited to only Admin roles, and not Staff in general. We are already having this issue after just a few weeks, with former students who are now staff going in and changing their profile to remove SS#'s. This needs to be a protected thing, since we need those numbers for reporting and transcript identifiers. If this feature is allowed for those Admins, I believe that would resolve our issue greatly.
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Elizabeth Reed It seems like there needs to be another level of permissions; above Staff but below Admin.
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Jeremiah Miller I agree with Elizabeth that this really shows the need for better roles. The "Staff" role is too generic. We find it to be too much permission in some areas (like SSN and ability to manage custom fields, for example), but too limited in other areas (not being able to see what degree a student is in, for example).
SSN is right up there with Financial data in terms of protections. Maybe you could make it a part of the Student Billing or Financial aid roles? Technically, schools should only be collecting SSN if there is a legitimate federal need (like financial aid or tax purposes).
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Brendan O'Donnell We've built a setting that we're testing and revising, and that will go live with our next major release (no exact timeline on that...). Basically, you'll be able to specify which high-level user roles can see or edit SSNs. From what we see in this thread, this should take care of this request. Thanks for your input!
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John Coumerilh Perhaps instead of assigning SSN permissions to entire roles (which would never satisfy everyone since we see roles differently), create 3 roles entitled "SSN Admin","SSN Read Only" and "SSN 4 Digits" and anyone not having one of these 3 roles cannot see a SSN.
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