Instructor Permissions - View Class meetings

[David Berndt]

Hello.  I'm working to set up permissions for our instructors in Unitime.  One of the goals for this is to grant instructor access is to view their class meeting assignments in Unitime before the schedule is published to our SIS.  I'm not finding a way to grant instructors who login access to see their course assignments with meeting info, without enabling access to the entire Class Assignments report.  It seems the permission "Class Assignments - Session" controls both the meeting info on the instructor detail screen as well as access to the Class Assignments menu item under Input Data.  Is there a way to grant one without giving access to the entire report?  If there is another way to share individual faculty schedule info that would meet our needs here.  I can share a report of our permission setup if that would be helpful.   Enclosing a screen capture of the Instructor Detail Screen if the class assignments permission is not checked.  Thanks!

[Tomáš Müller]

Hi David,

Typically, instructors can see their schedules once a course timetable has been saved and committed, and the academic session is set to a status that allows non-manager roles to see the classes (see the Status Types page). You can bypass the second rule by giving the Instructor role the Has Role permission (they should be able to see their personal schedule as soon as there is a committed timetable, but they would be able to see other classes too).

Yes, looking at the permissions for the Class Assignments table on the Instructor Detail page to display class assignments, the user must have the Class Assignments permission.

We currently do not have a permission that would allow instructors to see their class assignments without also allowing them to see assignments of other classes.

Best regards,

Tomas

On Fri, Nov 21, 2025 at 1:40 AM David Berndt <dber...@gmail.com> wrote:

Hello.  I'm working to set up permissions for our instructors in Unitime.  One of the goals for this is to grant instructor access is to view their class meeting assignments in Unitime before the schedule is published to our SIS.  I'm not finding a way to grant instructors who login access to see their course assignments with meeting info, without enabling access to the entire Class Assignments report.  It seems the permission "Class Assignments - Session" controls both the meeting info on the instructor detail screen as well as access to the Class Assignments menu item under Input Data.  Is there a way to grant one without giving access to the entire report?  If there is another way to share individual faculty schedule info that would meet our needs here.  I can share a report of our permission setup if that would be helpful.   Enclosing a screen capture of the Instructor Detail Screen if the class assignments permission is not checked.  Thanks!

--
You received this message because you are subscribed to the Google Groups "UniTime Discussion Group" group.
To unsubscribe from this group and stop receiving emails from it, send an email to unitime-discu...@googlegroups.com.
To view this discussion visit https://groups.google.com/d/msgid/unitime-discuss/251c43ed-f5e3-44ba-88ce-baef38e73570n%40googlegroups.com.

[David Berndt]

Hi Tomas.  Thanks for clarifying what's possible.  I think we can work with this.   I'm working to implement the instructor survey right now and have a few other questions to help me better understand what is possibe.  

What is the best way to track instructor suvery submissions as they come in?  Is there somewhere in the UI or a report that a schedule manager could easily see who has submitted a survey for a given term?  I know this is possible to view on the instructor detail page for each instructor, but I'm looking for a list so we can tell who has and hasn't submitted.  I think this is primarily important to ensure that faculty preferences are all updated from new suvery submissions before starting the course timetabling process.  Am I thinking about that correctly?

I've been able to customize options on the survey mostly to our needs so far.  One thing I'm not sure about is if there is a way to turn off the prohibited option for time entry for one group of instructors.  I want to see if we can allow our adjunct faculty to enter prohibited for days/times they aren't availalbe to us, but I want to restrict this option for our Full Time faculty.  I can see it's possible to remove the option for all faculty.  If that's not possible we can determine whether to enable for everyone or not and then edit as needed when transferring submissions to the instructor preferences.  

I really like the workflow of using the survey to collect preferences but maintaining some administrator control how they are implemented for scheduling.  It follows what we have been doing using other survey tools already.  Moving this within Unitime should be a big improvement!  Thanks, 

David

[Tomáš Müller]

Hi David,

What is the best way to track instructor suvery submissions as they come in?  Is there somewhere in the UI or a report that a schedule manager could easily see who has submitted a survey for a given term?  I know this is possible to view on the instructor detail page for each instructor, but I'm looking for a list so we can tell who has and hasn't submitted.  I think this is primarily important to ensure that faculty preferences are all updated from new suvery submissions before starting the course timetabling process.  Am I thinking about that correctly?

Department schedule managers can track their instructors on the Instructors page, including the ability to export a detailed table via the Surveys XLS button. They can also receive a confirmation email every time an instructor (from their department) submits the survey. There is no overview report out of the box, as the surveys are expected to be managed on the departmental level.

That said, a custom HQL report can be easily written, see the following example HQL (that can be turned into a report on the Courses > Reports page):

select
  di.uniqueId as __Instructor,
  is.externalUniqueId as Instructor_Id,
  di.lastName || ', ' || di.firstName as Instructor,
  di.department.deptCode as Department,
  is.changed as Last_Change,
  is.submitted as Submitted
from InstructorSurvey is, DepartmentalInstructor di
where is.session.uniqueId = %SESSION% and di.department.session.uniqueId = %SESSION% and di.externalUniqueId = is.externalUniqueId
  and di.department.uniqueId in %DEPARTMENTS%

 

I've been able to customize options on the survey mostly to our needs so far.  One thing I'm not sure about is if there is a way to turn off the prohibited option for time entry for one group of instructors.  I want to see if we can allow our adjunct faculty to enter prohibited for days/times they aren't availalbe to us, but I want to restrict this option for our Full Time faculty.  I can see it's possible to remove the option for all faculty.  If that's not possible we can determine whether to enable for everyone or not and then edit as needed when transferring submissions to the instructor preferences.  

All these settings can be configured up to the departmental level (so that each departmental schedule manager can maintain some level of control over their instructors). It is currently not possible to have different options for a subset of instructors in a department, per se. However, as the survey is department-independent (an instructor with two or more departments still fills the survey only once), it could be possible to set up a dummy department with only the instructors who should have the survey, or a particular survey feature, enabled, and set it for just this department.

Best regards,

Tomas Muller