04 November 2024

Admissions permissions

Admissions staff that process applications belong to groups that may need to be assigned to roles in several authorisation areas. For example, assigned to roles in the Admissions area Applications to view applications and to roles in the People area Data to view the person profile of applicants.

Desk-based processing

Groups can be assigned to roles with permissions at all desks or roles with permissions at specific desks only in desk-based processing.

Desk-based processing ensures that admissions staff can only process applications at their assigned desks. The Admissions area Applications has a Desk access area that defines the roles and permissions that apply to all desks. Then, a child area for each desk that defines the roles and permissions for that desk. Therefore, groups assigned to a role at a desk only have the permissions of the role at that desk. For example, admissions staff in a group assigned to a role, such as the role Applications Supervisor at the Health desk, only have the permissions associated with the role at Health desk and cannot view or process applications at other desks.

The diagram Desk-based processing shows group of admissions staff mapped to the group MySupervisorGroup, which is assigned to the role Applications Supervisors to process applications at the Health desk only.

Desk-based processing
Groups in desk-based processing

Roles and permissions

Groups must be assigned to the Web app Applications.

Roles and permissions are defined in several authorisation areas as detailed in the table Admissions permissions.

Admissions permissions

Feature

Authorisation area

Description

Agent portal

Admissions area Agent portal

View the agent portal, and upload and download documents.

Application portal

Admissions area Applicant portal

View the application portal, and upload and download documents.

Applications

Admissions area Applicants

View and edit the applicant data on applications.

Groups assigned to the roles in the Applicants area must also have the corresponding view or edit permission in the Applications area.

Admissions area Applications

View and edit applicant and application data. Also, permissions for decision making, tagging, and delete applications. The Desk access area enables the permissions to be defined at each desk in desk-based processing,

Communications area Services

View, edit, and send communications to applicants.

People area Data

View and edit the person profile of applicants. Also, perform tasks such as delete a person.

Application queries

Admissions area Applications management

Search for applications across all desks.

Create applications

Admissions area Create applications

Add applications for existing applicants.

Applicant merge/unmerge

People area Duplicate match

Merge and unmerge applicants in duplicate matching.

Enable duplicate matching in system admin. For more information, go to System admin permissions.

Data visualisation

Admissions area Data visualisation

View the Data visualisation that displays data in graphs and tables to provide the big picture of the applications being processed.

Documents

Admissions area Documents

Documents access control for document categories.

Integrations

Integrations

Import applications and reference data and troubleshoot errors during the import of applications.

Quotas and targets

Admissions area Quotas and targets

Create a quota and target, defining the criteria for the quota, including the entry points, applicant details, and the capacity limit or target quantity required.

Permissions look-up table

Search the Admissions permissions look-up table to quickly find the permissions required for features. For example, to find the permissions related to decision making, enter Decision.

Admissions permissions look-up
Authorisation area Permissions Description

Admissions > Agent portal

Agent portal – Edit responsible agents

Edit the responsible agent assigned to applications.

Admissions > Agent portal

Agent portal - View

View the agent portal.

Admissions > Agent portal

Agent portal - View all

Upload and delete documents.

Admissions > Agent portal

Applicant – Edit communication language

Edit an applicant's preferred communication language.

Admissions > Agent portal

Applicant – Edit contact details

Edit an applicant's contact details.

Admissions > Agent portal

Applicant – Edit emergency contact

Edit an applicant's emergency contact and nominated proxy.

Admissions > Agent portal

Applicant – Edit personal details

Edit an applicant's personal details.

Admissions > Agent portal

Application – Request deferral

If enabled for applications, agents can request deferral on the behalf of applicants.

Admissions > Agent portal

Application – Request withdrawal

If enabled for applications, agents can withdraw applications on the behalf of applicants.

Admissions > Agent portal

Application – Respond to offers

Respond to offers on behalf of applicants.

Admissions > Agent portal

Documents - Edit

Upload and delete documents.

Admissions > Applicant portal

Applicant – Edit communication language

Edit their preferred communication language.

Admissions > Applicant portal

Applicant – Edit contact details

Edit their contact details.

Admissions > Applicant portal

Applicant – Edit emergency contact

Edit their emergency contact and nominated proxy.

Admissions > Applicant portal

Applicant – Edit personal details

Edit their personal details.

Admissions > Applicant portal

Applicant portal access

View the applicant portal.

Admissions > Applicant portal

Application – Request deferral

If enabled for applications, request deferral.

Admissions > Applicant portal

Application – Request withdrawal

If enabled for applications, withdraw applications.

Admissions > Applicant portal

Application – Respond to offers

Respond to offers.

Admissions > Applicant portal

Documents - Edit

Upload or delete the documents for applications, such as upload copies of passports.

Admissions > Applicants

Academic review - Edit

Start an academic review of an application and add or remove academic reviewers to review applications.

Admissions > Applicants

Academic review - View

View the information of the academic reviewers assigned to applications.

Admissions > Applicants

Agent - Edit

Edit data on the Agents tab.

Admissions > Applicants

Agent - View

View the Agents tab.

Admissions > Applicants

Education and experience - Edit

Edit data on the Education and experience tab.

Admissions > Applicants

Education and experience - View

View the Education and experience tab.

Admissions > Applicants

Identity and immigration - Edit

Edit data on the Identity and immigration tab.

Admissions > Applicants

Identity and immigration - View

View the Identity and immigration tab.

Admissions > Applications

Academic review - Edit

Send recommendation requests and edit the academic reviewers assigned to applications.

Admissions > Applications

Academic review - View

View the information of academic reviewers assigned to applications.

Admissions > Applications

Application - Delete

Delete applications.

Admissions > Applications

Application completion status - Edit

Set the status of an application to Closed, send an application to enrolment, or set the status of an application set to Closed or Sent to enrolment to Received.

Admissions > Applications

Applications -Edit

Edit application data on the following tabs:

  • Application tab

  • Clearance check tab

  • Documents tab - also requires the permissions Document - Edit.

  • Questions and responses tab

  • Custom data tab

Admissions > Applications

Applications - View

View application data on the following tabs:

  • Application tab

  • Clearance check tab

  • Documents tab

  • Questions and responses tab

  • Custom data tab

Admissions > Applications

Credit review - Edit

Send invites for credit offer recommendations to reviewers and add or remove reviewers assigned to applications.

Admissions > Applications

Credit review - View

View the reviews of credit offers.

Admissions > Applications

Decision - Customise

Customise a decision.

Admissions > Applications

Decision - Edit

Edit a decision.

Admissions > Applications

Decision - Publish

Publish a decision.

Admissions > Applications

Decision - Remove response

Remove the applicant's response from a decision.

Admissions > Applications

Decision - Respond

Respond to offers on behalf of applicants.

Admissions > Applications

Decision - Unpublish

Unpublish decisions that were, for example, published with errors.

Admissions > Applications

Decision - View

View decisions.

Admissions > Applications

Document - Edit

Upload or delete the documents for applications, such as the applicant's passport.

Admissions > Applications

Finance - Edit

Edit finance information.

Admissions > Applications

Finance - View

View the Finance tab Review or edit finance information of an application, such as the fee quotations of fees applied to the application.

Admissions > Applications

Lifecycle - View

View the Lifecycle tab that details events.

Admissions > Applications

Notes - Create

Create notes for an application on the Notes tab.

Admissions > Applications

Notes - Edit

Edit notes on the Notes tab.

Admissions > Applications

Notes - View

View the notes on the Notes tab.

Admissions > Applications

Pending status - Edit

Set the status of an application from Pending to Received, or from Received to Pending.

Admissions > Applications

Review - Edit

Edit data for the academic reviews of applications on the Reviews tab.

Admissions > Applications

Review - View

View the academic reviews of applications on the Review tab.

Admissions > Applications

Selections and credit - Edit

Edit data on the Selections and credit tab.

Admissions > Applications

Selections and credit - View

View the Selections and credit tab.

Admissions > Applications

Statements and references - Edit

Edit data on the Statement and references tab.

Admissions > Applications

Statements and references - View

View the Statement and references tab.

Admissions > Applications

Tag - Edit

Edit tags for applications.

Admissions > Applications

Tag - View

View tags for applications.

Admissions > UK visa sponsorship

UK visa sponsorship - Create

Create a CAS request on the Identity and immigration tab.

Admissions > UK visa sponsorship

UK visa sponsorship - View

View the CAS request status on the Identity and immigration tab.

Admissions > Application management

Applications Manager - View

Use the Applications manager feature to find applications at all desks

Admissions > Create applications

Create applications - Edit

Use the Create applications feature to add applications to existing applicants.

Admissions > Data visualisation

View data visualisation

View data visualisation.

Admissions > Documents

Document - View

Controls access to documents for each document category.

Admissions > Quotas and targets

Set up quotas and targets - Edit

Edit quotas and targets.

Admissions > Quotas and targets

Set up quotas and targets - View

View quotas and targets.

Communications > Services

Communications - Edit

Edit the communications templates.

Editing templates requires permissions in Admissions settings.

Communications > Services

Communications - View

View the Communications tab.

Communications > Services

Communications - Send

Send communications.

Communications > Settings

Settings - Edit

Not used View or edit the communications settings.

Communications > Settings

Settings - View

Not used View the Settings page Communication templates.

Integrations > Authorisation management

Authorisation - Edit

View or edit the authorisation groups that users can be added to as part of a third-party integration.

Editing integrations required permissions in System admin.

Integrations > Authorisation management

Authorisation - View

View or edit the authorisation groups that users can be added to as part of a third-party integration.

Integrations > Events and errors

Application errors - Edit

View or resolve errors for applications entering or leaving Admissions excluding SITS pipelines.

Editing integrations required permissions in System admin.

Integrations > Events and errors

Application errors - View

View or resolve errors for applications entering or leaving Admissions excluding SITS pipelines.

Integrations > UCAS

UCAS settings - Edit

Edit settings for the UCAS Integration.

Editing integrations required permissions in System admin.

Integrations > UCAS

UCAS import - Run

Import applications and reference data from UCAS.

Integrations > UCAS

UCAS - View

View the latest UCAS imports and settings.

People > Data

Community and nationality - Edit

Edit data on the Community and nationality tab.

People > Data

Community and nationality - View

View data on the Community and nationality tab.

People > Data

Consents - Edit

Edit data on the Consents tab.

People > Data

Consents - View

View data on the Consents tab.

People > Data

Culture and environment - Edit

Edit data on the Culture and environment tab.

People > Data

Culture and environment - View

View data on the Culture and environment tab.

People > Data

Family - Edit

Edit data on the Family tab.

People > Data

Family - View

View data on the Family tab.

People > Data

Identity - Edit

Edit data on the Identity tab.

People > Data

Identity - View

View data on the Identitytab.

People > Data

Individuality and characteristics - Edit

Edit the Identity claims identifier on the person's profile.

People > Data

Individuality and characteristics - View

View the Identity claims identifier on the person's profile.

People > Data

Individuality and characteristics - Edit

Edit data on the Individuality and characteristics tab.

People > Data

Individuality and characteristics - View

View data on the Individuality and characteristics tab.

People > Data

Merge history details - View

View the history of the merged records of applicants.

People > Data

Person search - View

View the person search bar.

People > Data

People - Delete

Delete person records.

People > Data

Residence and communication - Edit

Edit data on the Residence and communication tab.

People > Data

Residence and communication - View

View data on the Residence and communication tab.

People > Data

Staff details - Edit

Edit data on the Staff details tab.

People > Data

Staff details - View

View data on the Staff details tab.

People > Data

Tag - Edit

Edit tags for a person.

People > Data

Tag - View

View tags for a person.

People > Duplicate match

Manual merge

Merge applicants.

People > Duplicate match

Manual override

Set the merge status of applicants from Pending to No duplicate.

People > Duplicate match

Manual unmerge

Unmerge applicants.

People > Settings

Duplicate match - Edit

Edit the settings for duplicate matching.

Groups must be assigned to roles with permissions in System admin.

Web apps> Applications

Use application

Use the Applications app.

Authorisation areas

The authorisation areas with roles and permissions are as follows: