Appendix I: User Roles and Access

Roles were created in the system to allow collaboration, as well as control over who sees what during the life of a case. Each user is assigned to a User Role, and has functions and abilities specifically designed for their role.

Unit Specific User Role Permissions

Members of the Dean on Call group are assigned to a role titled ODOS Dean and are assigned permissions which allow them to:

• Search for and view all cases which may involve any students (these users will not be able to see cases which involve only employees)

• Add new cases

• Add new information (including Actions & Attachments) to any case that they can view

• Edit information (such as incident information, involved parties, team members, etc.) in cases where they are assigned as a team member

• View, but not edit: Clery Analysis, Evaluation Panels, and Disclosures to Law Enforcement, Calendars, Formal/Alternative Resolution, & Dockets

• Delete incorrect or redundant information in cases where they are a Team Member

• Deans do not have permission to delete cases or manage administrative information (such as roles, codes, or users)

ODOS (HRL & Central Office) Case Managers: Have access to cases which allows them to effectively do their jobs. In some cases, this means that the Case Managers can view or edit additional information that other ODOS users cannot.

Housing and Residence Life student staff (RAs and SRs): May enter an initial report into the system and are automatically considered a Team Member on the report they entered (with the exception of Prohibited Conduct cases); Senior Residents are also added as a Team Member on cases that their RAs create. Student staff can see only Actions/Attachments that they have added to a case and will not have access to any content added by professional staff members; they also cannot make changes to case information. In some cases, student staff may be removed completely from a case depending on the nature of the incident/concern.

The system is designed to allow other users access to appropriate information for their roles, and to provide oversight and administrative power within the system. EOCR and Title IX Staff have access to any information that may be relevant to pending investigations and cases involving their respective offices and responsibilities, including cases involving both students and employees. Members of the Title IX Evaluation Panel can view and edit information relevant to their roles on the Panel. University Threat Assessment Team members will be able to access cases relevant to their review and response roles. Staff in Employee Resources have access to information relating to employee concerns. Limited staff in the offices of EOCR/Title IX, Clery Compliance, and Student Affairs also have administrative rights in the system and can view all cases or make changes to roles, users, and codes.

Other specific user roles exist and can be added in the system as needed.

User Account Settings

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Restricted Cases

The Restrict Case function is used to limit the ability for SafeGrounds users to view highly sensitive cases. By selecting this option, you override system permissions and access to that particular case, limiting access to only case Team Members. This option should only be selected in consultation with the designated SafeGrounds contact(s) in your unit.

After selecting Restrict Case and adding designated users, you will be prompted with a screen that lists the Team Members on that case:

After you have restricted a case, a red badge will appear on the case overview page:

To remove case restriction, select the same option from the case tool bar. The following message will appear:

New User Access and Training

Prior to assigning a new SafeGrounds user permission to access the system (including their designated role), a designated SafeGrounds contact in their area should provide an overview of the system, its purpose, and basic functionality as well as any unit-specific or function-specific functionality.
All users should be familiar with the following basic SafeGrounds functionality, facilitated through an in-person training and supplemented with written training or reference materials, including the SafeGrounds User Guide:

I. Confidentiality & system use expectations

II. Overview of units & users in SafeGrounds System

• Unit Contacts

• General use in each unit

• User Roles & Permissions

III. Navigating SafeGrounds

• Dashboard & Widgets

• System/Main Menu

• Search Function(s)

IV. Profiles

V. Adding a Case

VI. Navigating a Case

• Case Menu

• Case Overview

• Team Members

• Editing a Case

• Use of 'Lanes'

VII. Actions & Attachments

VIII. Shared or Inter-Unit Case Protocol

• Just Report It! Case Protocol

• Case Referrals (Potential Case Types)

• Case/Lane ownership & closing protocol

IX. Technical Support Instructions

X. Additional Unit-Specific Processes & Protocol

Designated SafeGrounds Contacts by Unit

Administrative users in each area have the ability to assign and adjust user roles or members of their teams. The designated SafeGrounds Contacts in each area are: