In this article:

• What is a Role?
• Who assigns a Role?
• Default Roles
  • Detailed Permissions for Default Roles
• Custom Roles
  • How to Create a Custom Role

Role Management is located in the Identity & Access Management section of the Admin Center.

This feature was previously housed under Settings > Roles & Permissions in Acadeum Course Share (ACS).

What is a Role?

Acadeum Admin app Users are each assigned a specific Role, providing multiple levels of access and permissions to the Acadeum Course Share platform features. Only Institution Administrators can add or remove users.

Default roles are explained below, but any number of custom roles can also be created to meet your institution's preferences and needs. For more information about creating a unique role, see the Custom Roles section below.

Who Assigns a Role?

Acadeum will assist in assigning initial roles during orientation. Thereafter, only existing Institution Administrators may edit a team members’ roles and permissions. Careful review is needed to determine the necessary access rights/permissions for each user.

When assigning roles, consider how each user will need to engage in the system, how these roles align with your institution's workflows, and how you might centralize key roles. For example, the Registrar most commonly maps and approves courses and enrolls students, and therefore typically is given full Institution Administrator permissions.

For more information about users and how to assign roles see Admin Center: User Management.

Default Roles

There are eight default user Roles that are readily available on Acadeum's platform. These are automatically listed on the Role Management page, and a general overview is provided below for each. To see more detailed information about the specific features capabilities permitted to each default role, see Detailed Permissions for Default Roles.

Additional roles can be created from scratch or by duplicating and editing one of the following default roles.  For more information about creating a new role, see

(1) Institution Administrator

• Common Users - Registrar, Campus Acadeum liaison, Campus Operations
• Role Description - This is the only role can perform all functions within Course Share. It is best for users who need access to both enrolling and teaching activities, as well as ability to manage the institution's user accounts. Users in this role may engage in both Home Institution (HI) and Teaching Institution (TI) activities, such as mapping/approving courses, sending enrollment requests and receiving enrollment requests.  It is common for institutions that operate as both a HI and a TI to have a handful of users associated with this role if the users are supporting functions in both capacities.
• Activity and Viewing - All rights including user creation and management
• Email Notifications - Receives all notifications

(2) Enrolling Administrator

• Common Users - Home Institutions (HI) - Registrars, Director of Advising/Student Success, Senior Level Advisors, Faculty Advisors
• Role Description - This role can map/approve course equivalents, recommend pre-approved courses to students, review and approve student registration requests, submit enrollment requests on behalf of students to Teaching Institutions (TI). Even if the institution is engaging as both an HI and TI, if the user will only be supporting HI functionality, this would be the appropriate role. The user cannot manage other users, nor can the user manage any teaching activities if the institution is also a TI.
• Activity and Viewing - All HI enrollment activities
• Email Notifications - All enrollment status notifications
• Similar default roles - Advisor, Course Approver, Enrolling Manager

(3) Teaching Administrator

• Common Users - Teaching Institutions (TI) - Registrars, Online Learning Team/Manager, Acadeum liaison
• Role Description - Best for users who need to review and approve enrollment requests, manage enrollments received from Home Institutions, and manage courses offered by the teaching institution. The user cannot manage other users, nor can the user manage any enrolling activities for the institution.
• Activity and Viewing - All teaching activities
• Email Notifications - All teaching email notifications

(4) Financial Administrator

• Common Users - Bursar, Controller, Student Accounts representative
• Role Description - Responsible for managing financial configurations and transactions (add, remove, update one or more ACH and Credit Card accounts to Acadeum Wallet). The user can also view the transaction history for their institution. User cannot be deactivated if they are currently part of a dual-authorization process. The user must be removed from the dual-authorization process prior to deactivating the user.
• Activity and Viewing - Cannot edit, view, or download data outside of Acadeum Wallet
• Email Notifications - None

(5) View Only

• Common Users - Provost, Campus Accounting, Campus IT
• Role Description - This role is designed for institution staff who would like access to Acadeum for viewing purposes only. It is best for users who need to review an institution's enrollment data, course inventory, and other account activity on Acadeum's platform, but not update it in any way. This role does not provide access to perform any functions.
• Activity and Viewing - Can only view the institution's account on the platform; cannot download or edit data, nor respond to any requests.
• Email Notifications - None

(6) Advisor

• Common Users - Home Institutions (HI) - Academic Advisors, Faculty Advisors, Athletic Personnel
• Role Description - This role enables users to send advisor recommendations for pre-approved courses to students in the student app. The role is designed for advisors and athletic support personnel who identify student needs and would like to make a course recommendation to support academic progression. Users will not be able to approve courses or enroll students; they will only have the ability to suggest courses for students from the vetted and pre-approved inventory. Users can view an institution's data and account activity on Acadeum, but not update it other than to send advisor recommendations. Students have the autonomy to request registration in the recommended course. All student registration requests will be routed to the Enrolling Administrator for final approval.
• Activity and Viewing - Can only view the institution's account on the platform; can send course recommendations to the student app.
• Email Notifications - No notifications

(7) Course Approver

• Common Users - Home Institutions (HI) - VPAA, Department Chairs. Deans, Faculty
• Role Description - This role is designed for academic affairs leadership to search, download course data, map and approve course equivalents as supplemental inventory to add to the HI’s online course catalog. Users will not be able to enroll students. This user type is commonly used for Department Chairs and/or Deans for course approvals. Users can view an institution's data and account activity on Acadeum, but not update it other than to approve courses.
•  Administrators and advisors will have the ability to suggest courses for students from the vetted and pre approved inventory.
• Activity and Viewing - Can only view the institution's account on the platform; can make course approvals.
• Email Notifications - No notifications

(8) Enrolling Manager

• Common Users - Home Institutions (HI) - Director of Advising/ Student Success, Academic Advisors, Faculty Advisors
• Role Description - This role can recommend pre approved courses to students and submit enrollment requests on behalf of students. This role is designed for advising leadership and advisors who would like the flexibility to recommend pre approved courses to students through the student app and also have the ability to make enrollment requests on behalf of students.
• Activity and Viewing - 
• Email Notifications - All enrollment status emails

Custom Roles

Sometimes existing roles may not be sufficient. In this case, Institution Administrators can create a new custom role or duplicate and edit an existing role.

In the image below, default roles are surrounded by a purple box. When clicking the 3-dot icon on the right side of each role, a window will appear with various options:

• Assign Users - Institution Administrators can assign the role by choosing from a list of users
• Duplicate and Edit Role - One way to create a custom role that will be similar to an existing role
• See Details - A pop-up window will appear with more information about that role
• Delete - Only custom roles can be deleted; default roles cannot be deleted.

Another way to create a custom role is to create one from scratch. To do this, click the +CREATE ROLE button as circled in pink below.

Whichever way you decide to create a custom role, there are many options to review and select. For detailed guidance through each step of this process, see How to Create a Custom Role.