User Role Types

To help you select the appropriate user role(s) for each contact account, please review the following descriptions as you manage your users. Schools can only have one contact assigned to role types that are marked with an asterisk (*).

 

Organization

  • Additional Executive: The institution’s director or dean of enrollment management or any other executive-level position that oversees the registrar and possibly the financial aid manager/director. This person may be contacted to answer enrollment-related questions if the executive contact is not available.
  • Billing*: Typically, this individual works in the accounts’ payable division and will be contacted regarding outstanding invoices.
  • Certification Address*: The mailing address and main contact number for the institution’s registrar office.
  • Data Upload: This person is responsible for uploading Enrollment Reporting, DegreeVerify, and/or Advanced Registration data. This role requires access to our secure site and a Web user ID.
  • Director of Admissions: This person is responsible for recruiting and marketing at the institution. Titles may include enrollment management, admissions, recruitment, etc.
  • EDI: This person is responsible for EDI implementation at the institution.
  • Executive*: The institution’s director or dean of enrollment management or any other executive-level position that oversees the registrar and possibly the financial aid manager/director.
  • Financial Aid Director*: The person is directly responsible for the determination and administration of federal student financial aid.
  • FTP: The point of contact for maintaining the institution’s secure FTP account. If the institution participates in the Clearinghouse’s StudentTracker® service, this person also receives notification emails from the FTP service when a file is uploaded and when StudentTracker® reports are ready for downloading. (This role alone does not have access to the StudentTracker user interface.)
  • HR Director: Human resources senior manager or director for the institution.
  • Institutional Research Director*: The person responsible for coordinating the institution’s analysis and retention study efforts.
  • Online Update: This individual can view student enrollment and submit enrollment updates via the Clearinghouse secure site. This role requires access to our secure site and a Web user ID.
  • Operations: The overall go-to contact, who is knowledgeable about the institution’s operations and is usually available when needed.
  • Other: A contact whose role or job title is not specified.
  • Perkins Loan Manager*: The person responsible for the administration of the Perkins Loan Program at the institution.
  • Programmer/Technical*: The individual whom the Clearinghouse will contact if there are problems with your file format or we are unable to read and process your file.
  • Registrar*: The person directly responsible for maintaining enrollment and academic records and who serves as the institution’s registrar or in a similar role (e.g., director or dean of records).
  • Relationship Executive*: Either the registrar or financial aid director that supervises the submission data contact.
  • Reports: This individual will receive email notification related to the processing results of your institution’s enrollment file. A Web ID is recommended.
  • Submission Data*: The person who ensures the institution’s enrollment data is transmitted on schedule and resolves discrepancies in the institution’s file. A Web ID is recommended.
  • Submission Data Alternate: If the submission data contact is unavailable, this person may be contacted to resolve any data discrepancies that appear in your file or answer enrollment-related questions. A Web ID is recommended.
  • User Administrator: This person can designate, manage, and remove user access to your secure Clearinghouse accounts and update contact information for non-Web users. By submitting requests, the user administrator authorizes the Clearinghouse to process them. Requires a Web user ID.
  • Web Access: This person can view student enrollment and notification histories as well as institution-level information, such as your institution’s transmission schedule and SSCR processing history. Requires a Web user ID.

 

DegreeVerify Data Provider

  • Degree Online Update: This person is authorized to add new degree records via the Clearinghouse secure site, and view and request reports regarding your Verification Services account. Requires a Web user ID.
  • Degree Research: This individual will be contacted when additional information is needed from the institution in order to respond to a degree verification request. The contact will provide student degree information to the Clearinghouse or determine why the degree can’t be confirmed. This person can view and request reports regarding the institution’s Verification Services account. Requires a Web user ID.
  • DegreeVerify Coordinator: This individual will be contacted when additional information is needed from the institution in order to respond to a degree verification request. The contact will provide student degree information to the Clearinghouse or determine why the degree can’t be confirmed. This person can view and request reports regarding the institution’s Verification Services account. A Web ID is recommended.
  • Other: A contact whose role or job title is not specified.
  • Service Administrator: Combined with the User Administrator role, this individual can create and edit custom Verification Services institution messages. Combined with the Degree Online Update, Degree Research, or DegreeVerify Coordinator role, this person can reassign verifications to institutions within their group (provided that the option has been implemented by the institution). Requires a Web user ID.
  • Surcharge Contact: This person is responsible for coordinating institution surcharges.
  • Web Access: This person can access the Clearinghouse secure site (requires a Web user ID).

 

EnrollmentVerify Data Provider

  • Other: A contact whose role or job title is not specified.
  • Service Administrator: Combined with the User Administrator role, this individual can create and edit the custom Verification Services institution message. Requires a Web user ID.
  • Web Access: This person can access the Clearinghouse secure site (requires a Web user ID).

 

Financial Value Transparency & Gainful Employment (FVT/GE)

Note: Assign either the Financial Aid Officer or Financial Aid Viewer role type to a user. Do not assign both role types to a single user.

  • Financial Aid Officer: This user role has access to manage FVT/GE reporting for your institution on the Clearinghouse secure site, including the ability to download and upload data and receive Clearinghouse system-generated email alerts related to the FVT/GE process. Your User Administrator can assign this role to one or more administrators at your institution after your institution’s FVT/GE Service Agreement is active with the Clearinghouse. Requires a Web user ID. A Submission Data or Submission Data Alternate role is also required.
  • Financial Aid Viewer: This individual can view and download for your institution’s FVT/GE reporting on the Clearinghouse secure site but cannot update or upload data. This role type will receive Clearinghouse system-generated email alerts related to the FVT/GE process. Your User Administrator can assign this role to one or more administrators at your institution after your institution’s FVT/GE Service Agreement is active with the Clearinghouse. Requires a Web user ID.

Myhub

  • Myhub Administrator: This individual is authorized to request changes to Myhub service options and configuration settings.
  • Myhub IT Administrator: This individual is authorized to request changes to single sign-on integration parameters for the institution’s Myhub service.
  • Myhub Publicized Contact: FOR STUDENTS ONLY: Contact information for students who need to contact the institution for record questions and/or updates.

Postsecondary Data Partnership (PDP)

  • Data Authorizer: This user role manages permissions to enable and disable access to an institution’s data.

Data Provider

  • Billing: This user role will receive invoices for the PDP service.
  • FTP: This user role indicates that the user has been added to the PDP FTP Mailbox notification list. FTP Mailbox allows access/view of data submission and analysis-ready files. This is for tracking purposes only.
  • PDP Data Submission: This user role provides access to the File Submission summary page where users can view the status of submitted data files. This role is required if the user is responsible for submitting PDP data and if the user needs to review errors in the file for re-submission. Requires a Web user ID.
  • View Dashboard Reports: This user role provides access to the PDP aggregated dashboards. Requires a Web user ID. Please note that a user provided this role will receive access to the dashboards on the following day.

Data Requestor

  • Billing: This user role will receive invoices for the PDP service.
  • FTP: This user role indicates that the user has been added to PDP FTP Mailbox notification list. FTP Mailbox allows access/view of analysis-ready files. This is for tracking purposes only.
  • View Dashboard Reports: This user role provides access to the PDP aggregated dashboards. Requires a Web user ID. Please note that a user provided this role will receive access to the dashboards on the following day.

StudentTracker

  • ST Billing*: The person who receives invoices for our StudentTracker® service.
  • StudentTracker® Executive*: This individual is responsible for the StudentTracker® contractual relationship.
  • StudentTracker® Reports: This individual receives email notifications when StudentTracker® reports are ready for download and can also access the user interface to see the status of the files.
  • StudentTracker® Submissions: This individual uploads StudentTracker® files via the FTP service, receives the email notification regarding the file’s validation status, and can access the user interface to see the status of the files.

Transcript Services

ETX Plus

  • Receive Transcripts: The person responsible for receiving transcripts on behalf of the designated office or department of the institution.
  • Receive Email Notification: This person receives email notifications regarding received transcripts pending from the Electronic Transcript Exchange mailbox.

Transcript Ordering

  • Transcript Coordinator: Coordinates Transcript Ordering status updates and order fulfillment (requires a Web user ID).
  • Transcript Coordinator Secured: Responsible for coordinating Transcript Ordering remittance and order fulfillment, but has a limited view of Social Security number (SSN).
  • Transcript SIS Technical: Responsible for the technical cloud configurations for NextGen.
  • Transcript Staff: Processes transcript orders (requires a Web user ID).
  • Transcript Staff Secured: Responsible for processing transcript orders, but has a limited view of Social Security number (SSN).
  • TS Ordering Profile Admin: Customizes Transcript Ordering configurations for the public ordering site.

Third-Party Ordering (TPO) Admissions

  • Admission Coordinator: This individual can order transcripts for your institution, as well as view the status of transcript orders and reports.
  • Admission Coordinator Secured: This individual can order transcripts for your institution, view the status of ordered transcripts and reports, but has a limited view of the Social Security number (SSN).
  • Admissions Staff: This individual can view the status of transcripts ordered by your institution.
  • Admissions Staff Secured: This individual can view the status of transcripts ordered by your institution but has a limited view of the Social Security number (SSN).
  • Admissions Billing: This individual is responsible for the charges accrued for transcripts ordered by your institution.

Third-Party Ordering (TPO) Registrar

  • Transcript Registrar Billing: The individual responsible for paying invoices for transcript orders, when applicable (student and registrar orders only).
  • Transcript Registrar Ordering: This individual can order transcripts from your institution.

 

Helpful Tips & Reminders

Required Roles

  • Organization Level: User Administrator, FTP, Reports, ST Billing, Transcript Accts Receivable, Transcript Coordinator
  • DegreeVerify Data Provider service agreement level: Degree Research, DegreeVerify Coordinator, Service Administrator, Surcharge Contact
  • EnrollmentVerify Data Provider service agreement level: Service Administrator

One-Time Use Roles

  • Billing
  • Certification Address
  • Executive
  • Financial Aid Director
  • Institutional Research Director
  • Perkins Loan Manager
  • Programmer/Technical
  • Registrar
  • Relationship Executive
  • StudentTracker® Executive
  • Submission Data
  • TRIO Program Director

Tips

  • Once deleted, a user can be added back manually if needed
  • User IDs cannot be reused

Was this article helpful?

Yes No

Related Articles