CalSAAS Users

The user roles assigned in CalSAAS allow varying levels of access and responsibility. Access to view exceptions, assign workload, verify determinations, and view reports are all based on the user’s role. There are five levels of user available to non-Commission users. These include 1) County Administrator, 2) County User, 3) District Administrator, 4) District User, and 5) Charter User. 

User Levels

Click diagram for alternative text

County Administrator-

The user level in CalSAAS designated as the administrator and the monitoring authority; County Office of Education. The County Administrator has the capability to assign new users in CalSAAS, as well as assign individuals to all levels below County Administrator, and assign those users’ workload. This user has the final authority for determining misassignments, and is responsible for verifying the monitoring results prior to submission to CTC. 

Note: a county or admin can have more than one administrative user.  However, only one person will be able to submit exceptions to the Commission. If your county or LEA does this, please discuss which user will be the submitter. 

County User-

This user is responsible for reviewing determinations for districts and schools within their workload as well as assignments under the county (such as itinerant teachers employed by the County Office of Education). The County User may work exceptions, and may return the exceptions to the District for additional documentation if needed. If the county is responsible for monitoring any county authorized charter schools located within the county, this user would also be responsible for monitoring them. 

District Administrator- 

The user level in CalSAAS designated at the Local Educational Agency (LEA) to work exceptions and submit necessary documentation related to the exceptions. This user is also responsible for assigning district users and district authorized charter users that they serve as the Monitoring Authority for within the district. Ability to work and submit exceptions for district authorized charter schools is limited to the District Administrator. 

District User-

The user level in CalSAAS designated to the LEA, which in most cases will be the school district. This user works exceptions assigned to them by District Administrator.

Charter User–

This user is able to view and work the exceptions of their associated charter school.  This user will work exclusively with the user representing the entity that is the chartering authority. 

User Assignment Hierarchy

The Commission’s only role in this process is to create the County Administrators.  After that, user creation and maintenance is entirely the designation of the county and their selected district administrators.  

During this test process, The Commission will setup a County Administrator user for any Credential Analysts that send us an email requesting a County Administrator user ID and confirming that they are the individual in charge of the assignment monitoring process for their county.  The user ID will be based upon the individuals workplace email address.  

Once this user is active within the system, they can begin to assign additional users.  County Administrators can create: 

1) County Users to assist in verifying determinations; 
2) District Administrator IDs to individuals in charge of the assignment monitoring process at individual districts; and
3) Charter User IDs to county authorized charter schools within the county’s vicinity1.

Furthermore, once District Administrators are in place, they are responsible for assigning:

1) District Users to assist in determining exceptions for non charter schools; and
2) Charter Users for any District authorized charter schools that they serve as the Monitoring Authority for within the district.

Aside from creating users, these Administrator Users have control over the assignments of the user’s they create.  By default, full access is given to new users, but Administrators have the ability to limit their work assignments to specific districts (for County Users) or specific schools (for District Users).  This ability is intended to allow the administrators to plan staff workload and distribute exception responsibilities as they see fit.  

1Charter Schools authorized by the State Board of Education pursuant to Education Code §47605.8, are monitored by the Commission.

Click diagram for alternative text

Workload vs. Scope

Administrators have the option of assigning users to work entire counties and districts OR limiting their workload to specific schools within these or districts.  Whatever the administrators assigns is within the user’s workload.

A user’s scope, in contrast, is a user’s access to information.  For example, if a user is assigned a workload of a few schools within a district, they will still be able to see information for the entire district. This includes the ability to see exceptions outside of their workload, as well as access to view comprehensive district-level reports.  The same is true for county users who are assigned only a portion of the districts within their county— they would still be able to explore the county’s full records.  

CalSAAS is designed this way for a few reasons.  First, this allows colleagues to see each other’s assignments in order to facilitate their ability to discuss or troubleshoot ambiguous assignments together.  Second, we believe that viewing reports allows analysts to compare the schools and/or districts within their workload with others in the area.  We can imagine instances where seeing the results for similar schools in the same geographic location could trigger additional lines of inquiry and technical assistance.  

"Workload": assigned schools and districts. "Scope": access associated with the CalSAAS user role. County Admin: workload-all LEAS within county except state board and district authorized charters. Scope- all districts and schools within County. County User: workload is limited to one district, but scope includes all districts and schools within County. District Admin: assigned to all schools within the district, so the workload and scope includes all of the schools within the district. District User: assigned to a portion of the schools within the District, so workload is limited to those schools. However, the user's scope includes all of the schools within the district. District authorized Charter User: workload and scope are limited to the charter school. County authorized Charter User: workload and scope are limited to the charter school.

*Click on image above to view full size image.

Multiple Roles

In rare instances, some users will be assigned multiple roles across educational entities. If so, this user will be asked to pick the role they are assuming once they login.  For example, if a district user is assigned to work two districts, upon login they will be presented with an option to select the district they choose to work once they enter the system.  
Updated December 08, 2021