Granting Permissions to Manage Board, School and/or Management Organization Contacts

If you are an organization that simply needs to know who is serving on your school's boards and you do not play any role with appointing the members, we encourage you to empower your schools to manage the Board Members in Board Center.  Same with the contacts in School or Management Center, if you just need to know who the current contact is and you don't need to know any of the prior contacts or be notified when a change has been made to a contact, we again encourage you to assign the responsibility for maintaining these contacts to your school users. 

This help article outlines the security permissions that should be added to their User Role. 
  1. Go to  ADMINISTRATION

  2. In the Security and Permissions section, select User Roles

  3. Select the role of the person/people to whom you want to give contact update permissions (e.g. School Staff).

  4. Click 

To manage the Board Members, a role will need the following permissions in Board Center:

  • Board Appointment Details Update

  • Board Appointment Details View

  • Board Member Add and Delete

  • Board Member Contact Update

  • Board View


To manage the School Contacts, a role will need the following permissions School Center:

  • School Contact Add and Delete

  • School Contact Update

  • School View


To manage the Management Organization Contacts, a role will need the following permissions Management Center:

  • Management Organization Contact Add and Delete

  • Management Organization Contact Update

  • Management Organization View


In order to ensure those individuals are keeping the contacts up-to-date, we do recommend scheduling a Certificate of Completion. Here are the details of a sample submission types to certify that contacts have been brought up to date:

Updating Contacts in School Center
Type Name: School Contact Update Certification [Note that if you wish to also have your schools update the contacts in Management Center, you might modify this type to incorporate modifying both school and management organization contacts]
Entity Type: School
Category: Staff Information [or something similar]
Entity Selection Rule: Operating School Districts [Discuss with your client support specialist to determine the best approach]
Description: This is a regular check-up to make sure Epicenter school contact information is up-to-date.
Submission Instructions: 
  1. Please review and update the contacts in School Center for your school(s). The contacts in School Center can be found on the Contacts tab. For guidance on how to remove, add and update the school contacts, please see the link below: http://support.epicenternow.org/customer/en/portal/articles/2362095-adding-removing-contacts-in-school-and-management-center
  2. Click the checkbox to certify that you have reviewed and, if necessary, updated your school contacts.
  3. Click Submit.
Submission Tags:
  • School Year
  • Date [a different tag might be more appropriate depending on how many times you wish to schedule the reminder]
Data Type: Certification of Completion
Compliance Type: Notification is 30 days before; Due Date is 0 days after Event Date
Allow Copy Forward: Yes
Submission Type Groups: General Access / School Staff Responsible / [Review and/or Approval Group]
 
Updating Board Members in Board Center 
Type Name: Board Member Update Certification
Entity Type: Board
Category: Board Member Information [or something similar]
Entity Selection Rule: Boards 
Description: This is a regular check-up to make sure that the correct board members are listed in Board Center and their information is up-to-date.
Submission Instructions: 
  1. Please review the member's tab within Board Center and make any necessary updates.  This can include departing members that are no longer serving on the board, adding new members and updating any officer roles or contact information.  
  2. The links below provide videos on updating the board member information.
    http://support.epicenternow.org/customer/portal/articles/2554678
    http://epicenternow.org/5.2/
  3. Click the checkbox to certify that you have reviewed and, if necessary, updated your board members.
  4. Click Submit.
Submission Tags:
  • School Year
  • Date [a different tag might be more appropriate depending on how many times you wish to schedule the reminder]
Data Type: Certification of Completion
Compliance Type: Notification is 30 days before; Due Date is 0 days after Event Date
Allow Copy Forward: Yes
Submission Type Groups: General Access / School Staff Responsible / [Review and/or Approval Group]

 

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