Security

It is essential that the school's data be protected against unauthorized viewing or change. Although most networks provide a security system, it is recommended that the school implement Maplewood's own security system. The Maplewood security automatically provides passwords for everyone on the school's staff list and allows for Maplewood security profiles. The security is activated and assigned by logging in as the Supervisor. Once enabled, the Maplewood Supervisor can set up the security rights for individual staff members or groups. To enable the security, log in using the Supervisor's password. It is under this login that security rights of the staff members should be established.

Prior to setting up group permissions, it is necessary to understand what Security roles a school has in place. This information is derived from the Staff Record, Role field. The Maplewood system automatically assigns the role letter of 'T' for all new staff in order to save a bit of work, no other role letter is assigned by default. Any letter of the alphabet can be assigned to any staff member as a role letter. The rights must then be assigned to all the staff members individually or by role, nothing is grandfathered.

Assigning Passwords

The first time a staff member is assigned access rights, a password is automatically assigned to that staff member. The password can be no more than 10 characters in total. 

The password is determined as follows:

• Surname is 9 characters or less: the default password is the staff member's surname plus the first character of the given name (up to 10 characters total). For example, JOHN SMITH would have a default password of 'SMITHJ'.
  
• Surname is 10 characters: the password will be the first 9 characters of the surname plus the first letter of the given name (10 characters total). For example, PETER LEMONJELLO would have a default password of 'LEMONJELLP'.
  
• Surname is 11 characters or more: the program will use the first 9 letters of the surname plus the LAST letter of the surname (10 characters total). It will NOT use the first letter of the staff member's given name. For example, JACK HANIMANSINGAN'S password would be initially designated as HANIMANSIN. The staff member may type all surname characters, and the characters past the ninth position will type over one another until the last letter of the surname remains in the tenth position.

Changing Passwords

Staff members can change their own passwords in the Administration system and/or in Classroom Manager once they are logged in by going to File, Change Password and enter the desired password. The staff member's password may also be changed by the Supervisor within Change Security.

Note: Two users can have the same default password. For example, John Smith and Jenny Smith would both have 'smithj' as their default passwords. It is strongly recommended that staff members change their default password as this information is also presented on our manual's portion of the web site.

Supervisors will see a new login screen that has been implemented so that the supervisor can enable and disable security and set up the right for each staff member before security is enabled.

1. To activate the security you need to log on using the Supervisor's password. 
2. From the main Administration Screen choose File, Change Security.
3. From the Method of Assignment drop-down list select Individual or Role, then select the Staff Member or Staff Role from the list.
4. Browse all areas of the Administration Security by using tabs.
5. When you have selected the area of security you would like to edit, make your selection from the drop-down list.

All of the areas within the Maplewood System will be displayed so you may enter the type of access you would like assigned to staff members. Depending on the area of the system, any combination of the following seven access rights may be displayed:

• No Access: The staff member may not view nor edit this area.
• Full Access (Write): The staff member may view and edit this area.
• View Only (Read): The staff member may view but not edit this area.
• Specific Teacher Write (View Others): The staff member may edit the area only for his or her classes and may only view this area for the other teachers classes.
• Specific Teacher Write (No Others): The staff member may edit the area only for his or her classes and may not view nor edit this area for the other teachers classes.
• Specific Teacher View (No Others): The staff member may view but not edit this area only for his or her classes and may not view nor edit this area for the other teachers classes.
• Unchanged: This is only available when placing restrictions using the Group function. Staff members who have had previous restrictions entered for the area will not be changed.

• Printing a Security Grid may efficiently plan the distribution of rights.
• File, Change Security, File, Print Security Grid
• To print a record of the access rights given to each staff member simply access File, Change Security, File, Print

When Security is enabled members have an extra option under File, Coffee Break. This puts his or her screen saver on the screen and will not let anyone back into the system without a password.

The security feature can be turned on or off by the supervisor using the Supervisor Disk. If you want to change your password or use the coffee break feature, the security must be turned on.

*Note for Central Office users. Any boards running central office have to make sure that security is turned off in their copies of each schools data. An individual school with security on, or security on at the board level should work fine. If the security is turned on,

1. Select your name from the drop-down list.
2. Click in the Password box and enter your password.
3. Click OK.

Security Codes

This section deals with security codes and how and what they affect in the Secondary System. Click the link below to see this is a print-out of the security codes for the Secondary System. Cross-reference these numbers with the menu tree (below) to see what areas are affected by turning on and off various security areas.

The following link also shows Security Codes for Student Records. 

Secondary Security Reference Codes for the Menu Tree

Security Tree

Click the links below (JPG format) to see the Secondary System Menu Tree. Beside each option you will see a number that corresponds to the security code chart.

Secondary System Menu Tree 1

Secondary System Menu Tree 2

Change Security

The option under File, Change Security allows any staff member with the privilege of Change Security to modify the privileges for any staff member, including their password. Initially all staff members will have this option disabled except for the Supervisor. This feature is only available if security is enabled.

Note: Not all users will have rights to the Change Security menu option itself.

1. To change the rights for a specific staff member, choose File, Change Security.
2. Select the Individual option and then pick the staff members name from the list. 
3. Assign the rights you want that individual to have by highlighting the item and then pick the level/type of right (e.g.: full rights, no rights, View only, etc).
   To change rights for a group of staff members at once select the Role option and then pick the Role letter. For instance, if the letter T is assigned to all your teachers and the letter O is assigned to your office staff, you could assign certain rights by the letter T and different rights to those who have the letter O.

Default security rights:

Newly added staff members are automatically given a role of T but no security rights are assigned by default.

A staff member's Role letter can be changed by choosing Staff, Staff Records, selecting the staff member and editing the Biographics tab.

Classroom Manager - Entering Marks/Comments Rights

Use this procedure to set rights so staff/teachers can enter Marks and Comments using Network Classroom Manager or Take-Home Classroom Manager:

1. Click the Marks tab and select/highlight the option for Enter Marks/Comments
2. Select Full Rights, Teacher Write - View All Others or Teacher Write - View No Others from the Rights drop-down list. This lets teachers enter marks and comments in either the network or Take Home versions of Classroom Manager. They will also be able to erase, delete or change these marks and comments as needed.
3. Click Done.

Classroom Manager - Take Attendance Rights

Use this procedure to set rights so teachers can enter attendance using Network Classroom Manager

1. Click the Attendance tab and select/highlight the option for Attendance.
2. Select Full Rights from the Rights dropdown list.
3. Click Done.

With these rights teachers can use the Classroom Manager attendance and seating plan screens to enter daily attendance and view a students permanent attendance register.

Use this procedure to set rights so teachers can use the Classroom Manager attendance and seating plan screens to enter daily attendance and view a students permanent attendance register.

Note: Attendance cannot be entered using Take Home Classroom Manager.

Classroom Manager - Enter IEP/Literacy Test/Community Involvement information

Use this procedure to set rights so teachers can enter IEP/Literacy Test/Community Involvement information using Network Classroom Manager and Take Home Classroom Manager (Ontario only)

1. Click the Marks tab and select/highlight the option for Report Card Details.
2. Select Full Rights from the Rights dropdown list.
3. Click Done. 

With these rights teachers have access to the Classroom Manager mark and comment entry screens and can select Edit, Details to flag a student as IEP, ESL or ELD, enter Ontario Secondary Literacy Test results and Community Involvement hours.

Administration System - Enter IEP/Literacy Test/Community Involvement information

Use this procedure to set rights so office staff can enter IEP/Literacy Test/Community Involvement information using Maplewood Administration system (Ontario only)

Click the Student/Staff Records tab and select/highlight the option for Present Students and/or Past Students.

1. Click the Marks tab and select/highlight the option for Report Card Details.
2. Select Full Rights from the Rights dropdown list.
3. Click Done.

With these rights staff members can use the Maplewood Administration system to access a students records and select View, Ontario Report Details to flag a student as IEP, ESL or ELD, enter Ontario Secondary Literacy Test results and Community Involvement hours.