# BV-SIS User Roles
## System Users, Responsibilities & Access Levels

**Document Version:** 1.0

---

## 1. Role Hierarchy

```
Super Administrator
  └── System Administrator
        ├── Institution Administrator (Registrar)
        ├── Admissions Officer
        ├── Finance Officer
        ├── Academic Officer / Dean
        ├── Examinations Officer
        ├── Lecturer / Course Manager
        ├── Communications Officer
        └── Student (Portal User)
```

---

## 2. Role Definitions

### 2.1 Super Administrator
| Attribute | Detail |
|-----------|--------|
| **Description** | Full system ownership; BIG VOICE TECHNOLOGIES or client IT director |
| **Responsibilities** | System configuration, user management, backups, security, all module access |
| **Access Level** | Unrestricted — all modules, all permissions |
| **Primary Modules** | System Maintenance, Institution Setup, all others |

### 2.2 System Administrator
| Attribute | Detail |
|-----------|--------|
| **Description** | Day-to-day system administration |
| **Responsibilities** | User/role management, system settings, audit review, backup monitoring |
| **Access Level** | All modules except destructive system operations reserved for Super Admin |
| **Primary Modules** | System Maintenance, Institution Setup |

### 2.3 Institution Administrator (Registrar)
| Attribute | Detail |
|-----------|--------|
| **Description** | Chief registration and records officer |
| **Responsibilities** | Institution structure, student registration, program switching, class lists, reports |
| **Access Level** | Full Institution Setup, Student Registration, read-only Finance and Examination |
| **Primary Modules** | Institution Setup, Student Registration, Management Reports |

### 2.4 Admissions Officer
| Attribute | Detail |
|-----------|--------|
| **Description** | Manages admission pipeline |
| **Responsibilities** | Admission settings, entry requirements, application processing, template letters, registration fees |
| **Access Level** | Full Student Admission, Online Registration Requests (approve/reject), Application Data Entry |
| **Primary Modules** | Student Admission, Online Registration |

### 2.5 Finance Officer
| Attribute | Detail |
|-----------|--------|
| **Description** | Manages all financial operations |
| **Responsibilities** | Fee setup, invoicing, receipts, clearance, result release gates, finance dashboard |
| **Access Level** | Full Student Finance; read-only Student Registration (for student lookup) |
| **Primary Modules** | Student Finance |

### 2.6 Academic Officer / Dean
| Attribute | Detail |
|-----------|--------|
| **Description** | Faculty-level academic oversight |
| **Responsibilities** | Course management, programme structures, class lists, academic reports |
| **Access Level** | Course Management (faculty-scoped), Institution Setup (read), Student Registration (read) |
| **Primary Modules** | Course Management, Management Reports |

### 2.7 Examinations Officer
| Attribute | Detail |
|-----------|--------|
| **Description** | Manages examination lifecycle |
| **Responsibilities** | Exam configuration, scheduling, mark moderation, result processing, session result release |
| **Access Level** | Examination modules, Release Session Results (with Finance gate), read Finance clearance |
| **Primary Modules** | Examination, Examination Configuration, Examination Marking |

### 2.8 Lecturer / Course Manager
| Attribute | Detail |
|-----------|--------|
| **Description** | Teaching staff assigned to courses |
| **Responsibilities** | Mark entry for assigned courses, view class lists, view student course status |
| **Access Level** | Examination Marking (assigned courses only), Class List (assigned courses), Course Managers (own assignments) |
| **Primary Modules** | Examination Marking, Student Registration (Class List — scoped) |

### 2.9 Communications Officer
| Attribute | Detail |
|-----------|--------|
| **Description** | Manages bulk communications |
| **Responsibilities** | SMS/email campaigns, contact groups, message templates, delivery monitoring |
| **Access Level** | Full BulkSMS and Email; read-only student contact data |
| **Primary Modules** | BulkSMS and Email |

### 2.10 Student (Portal User)
| Attribute | Detail |
|-----------|--------|
| **Description** | Enrolled student with portal access |
| **Responsibilities** | Online registration, view own records, view results (when released), view receipts |
| **Access Level** | Own data only — Online Registration, own Finance receipts, own results |
| **Primary Modules** | Online Registration (portal) |

### 2.11 ID Card Officer (Optional Sub-Role)
| Attribute | Detail |
|-----------|--------|
| **Description** | Manages student identity card production |
| **Responsibilities** | ID capture, template management, print queue, reprints |
| **Access Level** | Full Student Identity Cards; read Student Registration (photo/biodata) |
| **Primary Modules** | Student Identity Cards |

---

## 3. Role Assignment Rules

1. Users may hold **multiple roles** (e.g., Admissions Officer + Registrar)
2. Faculty-scoped roles (Dean, Lecturer) are filtered by assigned faculty_id
3. Course Manager assignments are filtered by course_managers table
4. Student role is auto-assigned when portal account is created
5. Super Admin role cannot be assigned to more than 2 users (configurable)

---

## 4. Access Level Summary

| Level | Code | Description |
|-------|------|-------------|
| Full | F | Create, Read, Update, Delete, Approve, Export, Configure |
| Read-Write | RW | Create, Read, Update, Export |
| Read-Only | RO | View and Export only |
| Scoped | SC | Access limited to assigned faculty/courses/students |
| Own Data | OD | Access own records only |
| None | — | No access |

---

## 5. Module Access by Role

| Module | Super Admin | Sys Admin | Registrar | Admissions | Finance | Dean | Exams | Lecturer | Comms | Student |
|--------|:-----------:|:---------:|:---------:|:----------:|:-------:|:----:|:-----:|:--------:|:-----:|:-------:|
| Institution Setup | F | F | F | RO | — | RO | — | — | — | — |
| Course Management | F | F | RO | — | — | SC | RO | SC | — | — |
| Student Admission | F | F | RO | F | RO | — | — | — | — | OD |
| Student Finance | F | F | RO | RO | F | — | RO | — | — | OD |
| Student Registration | F | F | F | RW | RO | RO | RO | SC | — | OD |
| Online Registration | F | F | RO | F | — | — | — | — | — | OD |
| Examination | F | F | RO | — | — | RO | F | SC | — | OD |
| Exam Configuration | F | F | — | — | — | RO | F | — | — | — |
| Exam Marking | F | F | — | — | — | RO | F | SC | — | OD |
| Management Reports | F | F | F | RW | F | SC | RW | — | — | — |
| BulkSMS and Email | F | F | — | RW | — | — | — | — | F | — |
| System Maintenance | F | F | — | — | — | — | — | — | — | — |
| Student ID Cards | F | F | RO | — | — | — | — | — | — | — |

---

## 6. Responsibilities Matrix

| Business Process | Primary Role | Secondary Role |
|-----------------|-------------|----------------|
| Institution structure setup | Registrar | System Admin |
| Course catalogue maintenance | Dean | Registrar |
| Student admission | Admissions Officer | Registrar |
| Student registration | Registrar | Admissions Officer |
| Fee configuration | Finance Officer | System Admin |
| Invoice generation | Finance Officer | — |
| Payment recording | Finance Officer | — |
| Financial clearance | Finance Officer | Registrar (view) |
| Result release (finance gate) | Finance Officer | Exams Officer |
| Exam scheduling | Exams Officer | Dean |
| Mark entry | Lecturer | Exams Officer |
| Mark moderation | Exams Officer | Dean |
| Bulk SMS to students | Communications Officer | Registrar |
| ID card production | ID Card Officer | Registrar |
| System backup | System Admin | Super Admin |
| User management | System Admin | Super Admin |

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*End of User Roles — See 08_PERMISSION_MATRIX.md for granular permissions*