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Constituencies

Overview

Lists the current Constituencies for the IWU Portal, including the criteria used to determine membership for each and the data owners responsible for those criteria.

Current Constituencies

IWU has 6 constituencies used with the IWU Portal.  Each constituency has its own home page within the Portal.  Members of a constituency will see that constituency's home page immediately after logging into the Portal.

Each constituency has its own rank.  When a user is a member of more than one constituency, when they log in they will see the home page for the constituency with the lowest rank number of all the constituencies to which they belong.  They will still have access to the home pages for their other constituencies via the HOME menu.

The below table lists the 6 constituencies currently in use for the IWU Portal:

Constituency Code Name Rank

RSTUDENT

Residential Student

60

RFACULTY

Residential Faculty

10

NRSTUDENT

Non Residential Student

50

NRFACULTY

Non Residential Faculty

20

EMPLOYEES

Employees

30
STUWORKER Student Worker  

Constituency Roles

A user becomes a member of a constituency when he/she is assigned to a role that is associated with that constituency.

Automatically Maintained Roles

There are currently 6 "constituency roles" that are being automatically assigned and unassigned in order to maintain appropriate constituency access for the majority of Portal users.

The below table lists the automatically maintained roles:

  • The Data Owners column lists who is responsible for working with UIT to make sure the membership criteria for the role are appropriate and reliable.
  • The Membership Criteria column explains what Colleague data the system uses to automatically determine which people should be added to or removed from the role each day.
  • The Colleague Screens column lists the Colleague screen mnemonics that can be accessed to view the data used by the membership criteria.

 

WARNING !

If you use AROR or BURA to assign one of the automatically maintained constituency roles to an individual manually, they will be automatically removed from that role and constituency the following morning if they do not meet the Membership Criteria at that time.

The only way to securely establish an individual's membership in a constituency is to make sure that their records meet the appropriate Membership Criteria below.  If changes in the Membership Criteria are required, a project request must be submitted to UIT.

 

Note
Criteria for membership in a constituency role must be at least 95% accurate.  Criteria that are less than 95% accurate may only be used with special permission from the Portal Governance Team.

 

Role Name Associated Constituency Data Owners Membership Criteria Colleague Screens

Residential Accepted

(none)

Josh Flick (Admissions)

  • Person has a user name and operator equivalency
  • Person has an application for a residential, undergraduate program with a status of AC, MS, or EN
  • Today's date is no more than 21 days after the start date on the start term from the application


Note: if the application is missing a start term, the applicant will not pass the criteria for inclusion in this role.

DRUS

ASUM

PROG

Residential Student

RSTUDENT

Jessica Small 
(School of Life Calling & Integrative Learning)

  • Person has a user name and operator equivalency
  • Person has a residential program that meets one of the following conditions:
    • Has a current status of "Active"
    • Has a current status of "Graduated" and a status date no more than 397 days in the past (this is about 13 months)
    • Has a current status that is not "Active" or "Graduated" and a status date no more than 550 days in the past (this is about 18 months)

Or

  • Person currently meets the criteria for Residential Accepted role membership.

Or

  • Person has a username and operator equivalency
  • Person has an application that:
    • Has a current status of HSG
    • Has a start term with the term's start date being no more than 397 days in the past (this is about 13 months)

DRUS

SPRO

PROG

ASUM

Residential Faculty

RFACULTY

Mark Pederson (HR),

Cindy Ketcham (Academic Operations)

  • Person has a user name and operator equivalency
  • Person has a FACULTY record where the "Teaches for" field is "Residential" or "Both"

DRUS

FCTY

Non Residential Student

NRSTUDENT

Sue Melton (Student Services)

  • Person has a user name and operator equivalency
  • Person has a non-residential program that meets one of the following conditions:
    • Has a current status of "Active"
    • Has a current status of "Graduated" and an end date no more than 397 days in the past (this is about 13 months)
    • Has a current status that is not "Active" or "Graduated" and an end date no more than 550 days in the past (this is about 18 months)

DRUS

SPRO

PROG

Non Residential Faculty

NRFACULTY

Mark Pederson (HR),

Sue Melton (Student Services)​

  • Person has a user name and operator equivalency
  • Person has a FACULTY record where the "Teaches for" field is "Non Residential" or "Both"

DRUS

FCTY

Employee

EMPLOYEES

Mark Pederson (HR)

  • Person has a user name and operator equivalency
  • Person has a current HR status that is not "STU" (student worker)


Note: Since the process that automatically assigns these roles runs every evening, the logic considers an HR status "current" on the day prior to its start date.  This ensures that the employee will be assigned the role and included in the constituency by the morning of his/her start date.

DRUS

STAS

Manually Maintained Roles

In addition to the automatically maintained roles used for controlling the constituency membership of the majority of Portal users, there are also a few manually maintained roles used to grant constituency membership.

The below table lists the manually maintained roles:

  • The Associated Constituency column shows which constituency will be granted to users when they are assigned the role.
  • The Data Owners column lists who is responsible for making sure these roles are assigned and unassigned to users at the appropriate times.
Role Name Associated Constituency Data Owners
Non Residential Faculty Candidate NRFACULTY Kathy Williams
Nrfaculty Support Staff NRFACULTY Sue Melton
Rfaculty Support Staff RFACULTY Cindy Ketcham
Student Worker STUWORKER IT
Vendor Employee EMPLOYEES Contract Holder
Affiliate Limited Employee STUWORKER Human Resources
Affiliate Employee EMPLOYEES Human Resources
Affiliate NONRES Faculty NRFACULTY Human Resources
Affiliate RES Faculty RFACULTY Human Resources
Affiliate RES Student RSTUDENT     Residential Academic Services

The No Constituency Page

When an IWU community member logs into the Portal but does not have any constituencies, he/she will see a special "No Constituency" page containing contact info for several offices depending on the constituency to which he/she should belong.

The No Constituency page can be viewed by anyone (even those with a constituency) by direclty visiting this link: https://myiwu.indwes.edu/Pages/noconsthome.aspx

Constituency Role Maintenance Schedule

Constituency roles are currently assigned and unassigned according to the following daily process schedule.

Summary

Constituency Group Criteria Met By Results in Portal Access By
Residential Students 7:10 pm 9:45 pm
Residential Faculty 7:10 pm 9:45 pm
Non-Residential Students

1st Run: Noon

2nd Run: 4:30 pm

1st Run: 1:30 pm

2nd Run: 6:00 pm

Non-Residential Faculty 7:10 pm 9:45 pm

Details

  • 7:55am
    • Processes to remove the constituency roles from any users that no longer meet the appropriate criteria begin
    • Remove of the roles triggers background processing to remove the users from the corresponding constituencies in the Portal
    • Under normal circumstances, these processes are expected to complete by no later than 10:30am
       
  • Noon
    • The Non Residential Student role is assigned to all users that pass the criteria and don't already have the role
    • The role assignment triggers background processing to set the users up with access to the constituency in the Portal
    • Under normal circumstances, these processes are expected to complete by no later than 1:30pm
  • 4:30pm
    • The Non Residential Student role is assigned to all users that pass the criteria and don't already have the role
    • The role assignment triggers background processing to set the users up with access to the constituency in the Portal
    • Under normal circumstances, these processes are expected to complete by no later than 6:00pm
       
  • 5:40pm
    • The Residential Accepted role is assigned to all users that pass the criteria and don't already have the role
    • Under normal circumstances, these processes are expected to complete by no later than 7:10pm
       
  • 7:10pm
    • The remaining constituency roles are assigned to all users that pass the criteria and don't already have the roles
    • The role assignments trigger background processing to set users up with access to these constituencies in the Portal
    • Under normal circumstances, these processes are expected to all be complete by no later than 9:45pm
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Last modified
12:49, 23 Aug 2016

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