Getting Started
Understanding User Roles and Permissions
The eight roles a district can give its staff, what each one adds in weCLIMB and eLearn, and how your schools limit what you see.
What you can see and do depends on your roles, not your job title. A principal with the Observer role can start observations; a principal without it cannot. Your system administrator gives you your roles and your schools, and you can see both at the top of My Profile.
Roles add up. A principal who is an Observer, an Organization Administrator, and a Reporter sees the menus of all three.
The roles at a glance
Section titled “The roles at a glance”My Profile and the Manage Users list show each role by name. The Edit User form describes each role by what it does instead, and the wording changes with the modules your district uses; Managing Users and Organizations lists the form’s labels.
| Role | What it is for | Module |
|---|---|---|
| Observable | Being observed and reviewed. Most teachers have only this role. | weCLIMB |
| Observer | Conducting observations and coaching teachers | weCLIMB |
| Evaluator | Conducting performance reviews | weCLIMB (performance reviews) |
| Proctor Administrator | Running proctored assessment sessions | eLearn |
| Publisher | Creating content, in districts that publish their own | Publishing |
| Reporter | Opening the Reports menu | Both |
| Organization Administrator | Watching observations and progress in the organizations you belong to | Both |
| System Administrator | Managing users, organizations, licenses, and settings for the district | Both |
Every user in a district that uses eLearn can take the content assigned to their schools and groups, and sees My Transcripts and My Certifications. No role is needed to take a course.
What each role adds
Section titled “What each role adds”Observable
Section titled “Observable”- My Observations in the sidebar, with a badge counting observations that wait for your reflection or acknowledgment
- The My Observations card on the Observations tab of My Dashboard
- My Reviews, when your district uses performance reviews
- My Coaching, when a coach has worked with you in a coaching cycle
Observer
Section titled “Observer”- New Observation and Conducted Observations in the sidebar
- The My Conducted Observations card on My Dashboard
- Coaching > My Roster, when your district uses coaching cycles
- An Observation settings card on My Profile
An observer can observe only staff in the organizations they belong to (and the organizations under them). See Conducting Observations.
Evaluator
Section titled “Evaluator”- New Performance Review and Conducted Reviews under REVIEWS, when your district uses performance reviews
Proctor Administrator
Section titled “Proctor Administrator”- The Proctoring Dashboard, under Dashboards in the sidebar
- A one-time acknowledgment of proctoring responsibilities before any other page opens
See Getting Started as a Proctor.
Publisher
Section titled “Publisher”- A Publish link in the top bar, in districts that publish their own content
Reporter
Section titled “Reporter”- The Reports menu: Learn Reports, Assessment Reports, Observation Reports, Coaching Reports, Performance Reports, and Saved Reports, depending on your district’s modules
Administrator roles do not include reports. A system administrator or organization administrator without the Reporter role does not see Reports.
Organization Administrator
Section titled “Organization Administrator”- The Admin Dashboard, where you land after signing in
- All Observations in the sidebar and the All Observations card on My Dashboard
- All Reviews, when your district uses performance reviews
- The Observe Dashboard, and the Coaching Dashboard and Coaching > All Assignments when your district uses coaching cycles
An organization administrator sees records for the organizations they belong to and the organizations under them. They do not see the gear icon, so they cannot manage users, licenses, or eLearn administration pages.
System Administrator
Section titled “System Administrator”- The gear icon in the top bar, which opens System Administration: users and their roles, organizations and groups, licenses, transcripts and PD hours, eLearn products and results, and weCLIMB settings such as form sets, feedback templates, and tags
- The Observe Dashboard, Coaching Dashboard, and Proctoring Dashboard
A system administrator who belongs to the district organization works across the whole district. One who belongs only to some schools works within those schools. System administrators land on My Dashboard after signing in; the role does not add the All Observations list or the Reports menu, so a district administrator who needs them also needs the Organization Administrator and Reporter roles.
For the eLearn pages each role opens, see Who Sees What in eLearn.
Your schools limit what you see
Section titled “Your schools limit what you see”Your roles say what you can do; your organizations say where. An organization can be the district, a school, a district office, or a group such as a new-teacher cohort. A coach who serves three schools belongs to all three. See Setting Up Schools and Groups.
When something is missing
Section titled “When something is missing”If a menu you expect is not there, or a page says “You are not authorized to perform this action.”:
- Check your roles and schools at the top of My Profile.
- Ask your system administrator for the role or school you need, and name the page you are trying to open.
System administrators change roles and schools from Manage Users in System Administration. See Managing Users and Organizations.
Some menus also depend on your district’s settings rather than your roles: weCLIMB, eLearn, performance reviews, and coaching cycles each have to be turned on for your district.