Alternate role combinations to those shown above may be technically possible in some versions of Portfolio, however they should not be used.  Some technically possible role combinations are merely redundant while others will cause permissions problems and the system will not function as desired.

Student and Advisor Roles

A user in the system must be assigned either the Student or Advisor role; this should be done when the account is created.  If this is not included at that time, it may be assigned later. However, until it is, the user’s role will display as No Profile and he or she will not be able to be evaluated or evaluate others.

These, and all other roles, may also be changed at any time. Note that if a role is changed, then changed back to the original, no data is lost (although it may not be visible in the interim).

Student

Undergraduate and graduate medical students, residents, and any other student who will need to be evaluated should be assigned this role. Users in this role are also sometimes referred to as Learners or Trainees.

Advisor

Faculty members, advisors, residents, or others that will be evaluating students and/or viewing evaluations should be assigned this role.  An advisor may evaluate and view evaluations of assigned students only.

Within the Advisor role, there are several other options that may be selected:

Technical Roles (for Advisors only)

Super User

• create and edit forms, activities, and evaluations.
• view all students, advisors, forms, activities, and evaluations.
• change roles of any other user, including promoting users to Admin and Super User
• spoof the account of any user in the system.

Admin

• create and edit forms, activities, and evaluations.
• view all students, advisors, forms, activities, and evaluations.
• change roles of any other user, including promoting users to Admin (but not Super User).

Academic Roles (for Advisors only)

Course Director

• Allows the faculty member the ability to view all Activities associated with a Course in one location.
• Does not give the user the ability to add or delete activities, this still must be done with Admin or Super User privileges.
• This role is added or changed by editing the course, rather than by editing the user as all other roles are.

Portfolio Coach

• View the progress of all assigned Students (Trainees).
• Add comments and contact the student with additional feedback.
• This role is typically used by faculty or advisors who are actively involved with a student’s progress.

Monitor

• View the progress of all assigned Students (Trainees).
• A Monitor is not able to add comments or contact the student with additional feedback.
• This role is typically used by faculty or advisors who need to be able to check in on a student’s progress, but not actively advise them.