The roles required and the names that will be displayed in Graduate Education Manager are recorded below:
| Graduate Education Manager users and roles | Description | Permissions | Role location in Graduate Education Manager | Task delegation/take over provided |
|---|---|---|---|---|
| Haplo Academic Staff | Users employed by the institution in teaching and research roles. | Can view all staff and student profiles. | Typically supplied via HR connect; can be manually edited in the Admin Module | No |
| Haplo Admin Staff | Users employed by the institution in a non-teaching and research role. | Can view all staff and student profiles. | Typically supplied via HR connect; can be manually edited in the Admin Module | No |
| Advisor | An Advisor to the student, who has the same access to the student’s project as supervisors but is not included in any workflows or notifications. | The same as a Supervisor/Committee Member (USA), however, they cannot start any processes that a Supervisor can. | Student’s project page; via manual update | No |
| Committee Chair |
A role which is part of the Standard Committee Functionality. Chair of a designated Committee or Board. |
Can view all staff and student profiles and projects within the org unit for that Committee. | Committee record | Yes |
| Committee Deputy Chair |
A role which is part of the Standard Committee Functionality. Deputy Chair of a designated Committee or Board. |
Can view all staff and student profiles and projects within the org unit for that Committee. | Committee record | Yes |
| Committee Representative |
A role which is part of the Standard Committee Functionality. Representative or Secretary of a designated Committee or Board. They receive all tasks on behalf of the committee. |
Can view all staff and student profiles and projects within the org unit for that Committee. | Committee record | Yes |
| Committee Member |
A role which is part of the Standard Committee Functionality. Members of a designated Committee or Board. |
Can view all staff and student profiles and projects within the org unit for that Committee. | Committee record | No |
| Haplo DProf Administrator | An administrator who has a role in the DProf programmes only. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo DProf Coordinator | An academic staff who has a role in the DProf programmes only. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo Event Coordinator | An organisation unit-assignable role, which permits staff to organise events in their unit. | Can view all staff and student profiles and all project records within the system. | Admin Module | No |
| Event Facilitator | An administrator or academic staff who runs a particular event. | Can manage an event they’re assigned a role on. | In each event; i.e., assigned during event creation | No |
| Haplo Training and Development Coordinator | Staff who organise events and manage training and development. |
Can view all staff and student profiles and all project records within the system. Can create and manage events and monitor training. If no organiser is marked on the event, they are notified to mark attendance and if spaces become available. |
Admin Module | No |
| Haplo Examination Administrator | An administrator within an institutional unit with a particular responsibility for examinations. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo External Researcher: GEM | Academic staff who either have a role as a Supervisor or Examiner |
If they are a Supervisor - see Supervisor for details. If they are an Examiner, they have access to the Examiner record for the student they are examining. |
Institutional account: Typically supplied via HR connect; can be manually edited in the Admin Module
Cayuse account: Manually created and managed via the Admin Module |
Yes |
| Haplo Fees Administrator | An administrator from the Finance Office involved in fees. | Can view what is assigned to them in a workflow (as defined in a DCD). | Admin Module | No |
| Haplo Graduate School Manager | A manager within the Graduate School. |
Has the same permissions as Graduate School Registry, but does not receive tasks which the Graduate School Registry receives. Can be used in workflows for escalations/approvals. |
Admin Module | No |
| Haplo Graduate School Administrator | Administrators within the Graduate School. | Can view all staff and student profiles and projects. | Admin Module | No |
| Haplo Graduate School Administrator: Candidature Management | A subset of administrators within the Graduate School. | Can view all staff and student profiles and projects. | Admin Module | No |
| Haplo Graduate School Administrator: Academic Progress | A subset of administrators within the Graduate School. | Can view all staff and student profiles and projects. | Admin Module | No |
| Haplo Graduate School Administrator: Examinations | A subset of administrators within the Graduate School. | Can view all staff and student profiles and projects. | Admin Module | No |
| Haplo Head of Graduate School | Typically an academic staff member who has oversight over the Graduate School and all functionality. | Has the same permissions as Graduate School Registry. | Admin Module | No |
| Haplo IT Support | An administrator who can use the privileged administrative functions within the application. | Can view all staff and student profiles and projects. Has access to the User sync administration page, batch import administration page and the Global Observation queue. | Admin Module | No |
| Haplo Master’s Coordinator | An academic staff who has a role in the Masters programmes only. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Mentor | A Mentor to the supervisor or supervisory team. They are recorded on the student’s project but have no access to this. | They cannot view the student’s project page and have the same permissions as Academic Staff. | Student’s project page; via manual update | No |
| Haplo PhD Coordinator | An academic staff member with the responsibility of the management of the PhD programme. Typically by institutional unit, i.e. School. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo Postgraduate Researcher | Users who are studying for a degree supported by Graduate Education Manager. | Can view their own profile and project record as well as all staff and student profiles. | Typically supplied via HR connect; can be manually edited in the Admin Module | No |
| Haplo Pro Vice-Chancellor for Research | Academic lead for research at the institution. | Can view all staff and student profiles and projects. | Admin Module; updated by Institutional unit | Yes |
| Haplo Research Administrator | An administrator who has a role in an institutional unit, i.e. School. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo Research Director | An academic leading research in an institutional unit, i.e. School | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo Scholarships administrator | An administrator who has responsibility for scholarships only. | Can view all student profiles and project records. They cannot see functionality/applications stored on the project record. Can access all reports related to scholarships. | Admin Module | No |
| Supervisor/Committee Members | An academic who supervises/advises students. | Can view all staff and student profiles. Can view project records of students they are supervising. | Student’s Project Page; via CM Change of Supervisor/ Committee member | Yes |
| Haplo Systems Administrator | Client-based superusers who can manage aspects of the system setup | Can view all staff and student profiles and projects, reports, System Settings, API logs and configurations. | Admin Module | No |
| Haplo Unit Head | Staff who are the head of a unit in the institutional structure and have oversight over their whole unit. | Can view all staff and student profiles. Can view projects of students within their institutional unit. | Admin Module; updated by Institutional unit | Yes |
| Haplo Visa Administrator | Staff with institutional responsibility to students enrolled with a visa. |
Can view Engagement Monitoring reports as defined in GEM302 and student project pages. Can view any Candidature Management applications in which they are notified of the outcome. |
Admin Module | No |
Additional Information Notes:
Providing users for Role Allocation
The customer should provide as many role allocations as possible via the Admin Bulk Load Template (ABLT). For some roles, such as Graduate School Administrator, they are not typically stored in institutional HR or student information systems, these can be manually allocated in Admin to users with the RS Administrator role.
Further details on the Cayuse Platform, Admin, and HR Connect are available in the linked article.
Task delegation/take over
As standard Graduate Education Manager allows users who share a role to delegate tasks and take over tasks. This allows for the workflows to continue if a particular user is away from the institution for any reason.
Users with multiple roles
Due to the nature of the processes which are being supported by Graduate Education Manager, users may be allocated more than one role. If this is the case, then their permissions will always be that of the user who is granted more permissions. For example, a user may be a supervisor and Head of Graduate School. As they are the Head of Graduate School they will be able to view all student’s profiles and projects, not just the student they supervise.
Student profile
As standard, any user who can see the student’s profile page can see their email address. If telephone and address are included, only Graduate School Administrator users can see these.
Customer Terminology
Customer terminology can be updated for many of the standard Graduate Education Manager roles via the ‘Manage Terminology’ configuration.
Multiple Researcher Products
Naming is controlled at a system-wide level and is shared between Graduate Education Manager, Ethics Monitor, and Costing. Therefore, the same name must be used consistently across all three, as separate configurations are not supported.