Student Information System
Online Security Guidelines

SIS Online Security Guidelines
Version: 1.0
Status: Created: 8/17/99
Contact: LaVonn Creighton

PURPOSE

To define VCCS online security guidelines for the Student Information System (SIS).

SCOPE

This guideline covers the requirements from creating SIS operator classes and operator ids  for online security.

APPLICABILITY

This guideline is applicable to colleges and campuses within the VCCS.

Define Operator Classes

VCCS has established standard SIS operator ids that are linked to operator classes. An operator class is used to organize customers into groups with common access rights.

To create operator classes, refer to the VCCS Information Security Form: Creating Student Information System Security Classes. An operator class consists of the following attributes:

The above attributes do not give customers their individual security (Institution, Career, Academic Organization, etc.); it only provides access rights. Therefore, customers can share the same operator classes no matter what Institution, Career, Academic Organization, etc. they belong. For instance, all student records personnel at any institution may use the same menu items (panels), signon times, business process maps, etc, therefore they can share the same operator class.

Customers can belong to more than one operator class. If a customer is linked to multiple classes, most of the attributes of those classes are combined to form the set of restrictions for that customer. When linked to multiple classes, one class must be defined as the primary class. The information below depicts how security attributes are determined for a multi-class operator (customer):

Security Attribute Rights defined by
Background Disconnect Interval    Primary class
Time-Out Minutes    Primary class
Business Process Map    Primary class
Menu Items    All classes
Signon Times    All classes
Process Security Groups    All classes

Note: If any class specifies full access to a menu item, the operator has full access even if other classes define it as Display Only. If several signon times overlap, the earliest start time and the latest end time are used.

Multiple operator class codes should be assigned to an operator id only when the only other available option is to create another new operator class.

All efforts should be made to minimize the number of operator classes that are created and assigned within the system. Increasing the number of classes will negatively impact performance and increase the complexity and time required to administer customer level security.

Initially the VCCS Student Information System has been set-up with a set of standard operator classes (refer to the VCCS Student Information System Operator Classes).  

College Actions:

1. College should review the list of standard operator classes to determine which class or combination of classes should be assigned to each customer who will be granted access to the SIS.

2. Document all exceptions and create a request for any new classes that may need to be created.

3. Submit requests to the VCCS Information Security Officer with appropriate justification.  Include a completed VCCS Information Security Form: Creating SIS Security Classes.

4. All new requests will be subject to an internal review.

5. If approved, the operator class will be created and added to the  standard operator classes.

 

Define Operator Ids

Every VCCS customer will have a customer id and password. This customer id and password will become a customer’s SIS operator id and password. The operator id and password is used to gain access to the SIS online system and to give security access rights to SIS. The VCCS has many customers with different security requirements; therefore, model operator ids will be established for groups of customers. The model id will be linked to an operator class and will have specific security to student administration and/or student financials.

Every college will establish model operator ids to grant security for groups of customers at their specific institution. To create model operator ids, refer to the VCCS Information Security Form: Creating Student Information System Operator Level Security (Model Operator Ids).   An operator id consists of defining security to the following SIS attributes:

Securing Student Administration:
Academic Institution
Academic Careers
Institutions/Careers
Academic Programs
Academic Plan
Academic Organizations
Recruiting Centers
Admissions Actions
Application Centers
Enrollment
Program Actions
3C Group
Service Indicators
Transcript Types

Securing Student Financials
Unit
Item Type
SetID
Company Class
Credit Card
Origin

College Actions: 

1. Set-up has to be completed.

2. Must determine what model operator ids will be used by the college. The model operator ids can be established by completing the VCCS Information Security Form: Creating Student Information System Operator Level Security (Model Operator Ids).

3. Submit requests to the VCCS Information Security Officer.

The model operator ids cannot be created in the SIS until the institution values are entered into the system.  For instance, John Tyler will have to have completed its initial set-up and have the SIS system populated with values before security can be granted. 

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