A user in DDtrac is anyone that has the right to login to DDtrac. You can assign different roles to users which controls the data they see and what they can do within the system.

Administrative Users:

• Administrative users can see the Administer Site tab in DDtrac.
• Only administrative users can add or edit sites, students, users or import data into DDtrac.
• There are three types of administrators in DDtrac:
  1. Administer Sites, Users & Students: This administrator would be a district level administrator with the ability to add and edit sites, add and edit users and add and edit students. They would be able to see all users and students in the database and would have the power to assign a user to a student that do not have the same default location (valuable if you have therapists that travel to multiple sites in a school district).
  2. Administer Users & Students for a Site: This administrator is assigned to a specific site and can add users and students for that site only. They cannot see & do not have access to data for users & students from a different site. If they have a student assigned to them from a different site (by a district level administrator) they would be able to see data for that student but they would not be able to edit the student data available under the Manage Students link.
  3. Administer Users for a Fixed Number of Students: This is almost identical to administrator Administer Users & Students for a Site except that there is a cap on the number of students that the administrator can add to the site.
• All other users have "No Administrative Privileges" and cannot see the "Administrate Site" tab.

Users:

• Users are defined by the administrative users (Note: administrative users are also users).
• Users cannot see any data for a student unless they are specifically assigned to work with that student.
• There are three levels of access a user can be granted for student data (Student Privilege).
  1. Edit: A user with edit privileges for a student can create or edit the student's goals and objectives, take data for the student, add observations about the student, generate reports, charts and download data for the student.
  2. Data Entry: A user with data entry privileges for a student can view the student's goals and objectives, take data for the student, add observations about the student, generate reports, charts and download data for the student.
  3. Read: A user with read privileges for a student can view the student's goals and objectives, add comments on observations made about the student, generate reports, charts and download data for the student (This access level was designed specifically for controlling parents access to data).
• If a user has been granted access to a student and then the student changes classrooms, the users access privilege for the student should be set to "Removed" so that they no longer have access to the student's data and the student no longer appears in the list of students they see every time they log in.

To add or edit a user in DDtrac go to the "Administer Site?" tab in DDtrac (this tab is only visible to users with administrative privileges for DDtrac). and choose "Manage User" under the "Manage Organization" sub-menu..

An administrator for a school district will see a screen like the one below showing links to pages for each user in the district. An administrator for a single school will only see the users for their school:




{Clicking} a link for one of the Users OR {Clicking} the "Add a New User" button will bring-up a screen similar to the one below. The administrator should:

1. Give the user a userid (e.g. first initial & last name: dgregg) this userid will be used to login to DDtrac.
2. Input the users first and last name. These will be displayed next to any observation notes entered by the user when they take data for students.
3. {Select} the administrative privileges granted to the user (see above).
4. Create a Strong Password for the user.
5. {Select} the site the user is assigned to. Every user must be assigned to a site.
6. If you have already added students to DDtrac you can assign the access privileged granted to the user for each student at the site (or at the district). The students you can assign the user to will be limited to the students the administrator has administration privileges for. If you have not defined students yet - you can also assign users to students on the Manage Students page.
7. Assign a start date: a user without a start date will not be able to log into DDtrac.
8. Do not assign an end date unless you are terminating an employee: A user with an end date will not be able to log into DDtrac.
9. {Click} the "Update User" button to save your changes.

Once you set the minimum amount of basic information that is necessary for DDtrac, you can set the following optional information:

• User Student Permissions
• User Group Memberships
• User Contact Information