PATH: System Administration > User Security > Users > Calendar Rights
Search Term: Calendar Rights
Calendar Rights determine what school, year and calendar the user has access to view and modify. Calendar rights work in tandem with Tool Rights, where Tool Rights determine which tools the user can access and Calendar Rights determine which calendars the user is allowed to view and modify via Campus tools.
System administrators are highly encouraged to provide calendar rights to users by assigning them to an appropriate user group(s). Providing individual calendar rights is not recommended.
District system administrators should be the ONLY members with full rights to access all calendars and all tools. District system administrator rights should not be assigned on this tab.
Image 1: Calendar Rights (Users)
Calendar Rights Information in Ad hoc Reporting
Calendar Rights information is available in the Query Wizard for Census/Staff Data Types in the Person > Campus Usage > User Account/Summary > Calendar Rights.
Ad hoc Reporting Calendar Rights Fields
Information reports data from the UserSchoolYear Rights, UserGroupSchoolYearRights and UserGroup tables with the following fields:
- userID
- personID
- groupID - data does not return for UserSchoolYearRights records
- groupName - data does not return for UserSchoolYearRights records
- School - when schoolID is not null, the name of the school reports; when schoolID is null, All Schools reports.
- Calendar - when calendarID is not null, the name of the calendar reports; when calendar is null, All Calendars reports.
- ModifyRights - when marked on the User Account tool, reports Yes; when not marked, reports No.
- ReadOnly - when ModifyRights is marked, reports No; when not marked, reports Yes.
- CloseMonthRights - when marked on the User Account tool, reports Yes; when not marked, reports No.
- Owner Rights - when marked on the User Account tool, reports Yes; when not marked, reports No.
Assigning Calendar Rights
Calendar Rights provide users access to specific schools, years and calendars.
A district system administrator should be the only person who sets up and modifies calendar rights. Multiple sets of calendar rights may be added to a user.
Image 2: Assigning Calendar Rights
To assign calendar rights to the user group:
- Select the New button. The School Year Rights editor will appear on the right.
- Select the School, Year and Calendar the user is allowed to access.
If the user should be allowed to modify data in the selected Calendar, mark the Modify Rights checkbox.
Assigning Modify Rights to historical calendars is not recommended.
Marking the Modify Rights checkbox means the user is allowed to modify data within the calendar (in conjunction with their assigned tool rights).
If the Modify Rights checkbox is not marked, the calendar will be read-only. This user will not be allowed to modify any data, despite whether or not the user has specific tool rights to modify Campus tools.
If the user should be allowed to modify attendance data for closed school months, mark the Close School Months checkbox.
School Months are only used in some states and are assigned the System Administration > Calendar area. If your state does not use school months, this tab is not displayed in Calendar and this field should not be used.
- Select the Save icon. The calendar rights will appear in the Rights Editor window.
Calendar Rights Scenarios
This section will describe different scenarios for setting up calendar rights.
- All Calendars/All Schools with Data Modification Rights
- All Schools/All Calendars with Read-Only Data Access Rights
- Select Schools/Calendars with Data Modification Rights
- Select Schools/Calendars with Read-Only Data Access Rights
- Read-Only Rights for a Previous Year
All Calendars/All Schools with Data Modification Rights
To assign a user the ability to view and modify all data within all schools and all calendars in the district:
This will grant Calendar Rights which match the same rights granted via now-retired All Calendars checkbox found on the User Account tab.
- Set School to 'All Schools'
- Set Year to 'All Years'
- Set Calendar to 'All Calendars'
- Mark the Modify Rights checkbox (Image 3).
- Click the Save icon.
Image 3: All Schools/All Calendar Modify Rights
All Schools/All Calendars with Read-Only Data Access Rights
To assign a user read-only data access rights to all calendars and schools within a district:
- Set the School to 'All Schools'
- Set the Year to 'All Years'
- Set the Calendar to 'All Calendars'
- Leave the Modify Rights checkbox unchecked.
- Select the Save icon. Once saved, the calendar rights will appear with 'Read-Only' next to it in the Rights Editor window (see Image 4).
Image 4: Read-Only All Schools and Calendars Rights
Select Schools/Calendars with Data Modification Rights
To assign a user data modification rights for a specific calendar within a specific school:
- Select a school within the School dropdown list.
- Select a calendar within the Calendar dropdown list.
- Mark the Modify Rights checkbox.
- Select the Save icon.
Image 5: Assigning Modify Rights for a Specific Calendar
Select Schools/Calendars with Read-Only Data Access Rights
To assign a user read-only data access rights for a specific calendar in a school:
- Select a school within the School dropdown list.
- Select a calendar within the Calendar dropdown list.
- Leave the Modify Rights checkbox unchecked.
- Select the Save icon. Once saved, the calendar rights will appear with 'Read-Only' next to it in the Rights Editor window (see Image 6).
Image 6: Read-Only Rights for a Specific Calendar
Read-Only Rights for a Previous Year
To assign a user read-only rights to a previous year calendar:
- Select a school within the School dropdown list.
- Select the Year.
- Select the Calendar.
- Leave the Modify Rights checkbox unmarked.
- Select the Save icon. Once saved, the calendar rights will appear with 'Read-Only' next to it in the Rights Editor window (see Image 7).
Image 7: Assigning Previous Year Read-Only Rights
