Site Settings > About Roles > Creating a new role

Creating a new role

IMPORTANT: You must have one or more site-level Site Settings permissions in order to view Site Settings. For more information, read About roles and permissions.

The Roles section of Site Settings allows you to create custom roles for users in your Surpass instance.

A role is a predefined set of permissions that grant access to specific areas of Surpass. For example, The Mark role contains the Mark Test, Void Test, and Override Auto-Mark permissions (among others) that allow the user to mark, void, and turn off computer marking on scripts, respectively. For more information, read About roles and permissions.

NOTE: Users cannot view areas of Surpass they do not have permissions for. For example, a user with only Item Authoring permissions will not see Test Creation, Test Administration, Reporting, and so on.

This article explains how to create a custom role and lists all available permissions.

1. Navigate to the Roles screen

To view Site Settings, select your user name to open the User menu.

Select Site Settings in the User menu.

Select the Roles tab to view the Roles screen.

2. Select Create New Role

Select Create New Role to create a blank custom role.

The new role appears in the Roles list as New Role. Select it to open it in the Role Builder.

3. Choose your role’s section of Surpass

Determine which section of Surpass you want your role to give access to by selecting the relevant area in the Pick the tab from the list below menu.

The available sections are as follows:

Setup
Site Settings
Item Authoring
Test Creation
Test Administration
Reporting
Integration
Tasks

NOTE: You cannot create custom roles for SecureClient.

4. Choose your role’s user type

Determine the level of user you want your custom role to be available to in the Pick the user type from the list below menu.

The available user types are as follows:

Site – The role can only be assigned to site-level users.
Centre – The role can be assigned to centre and site-level users.
Subject – The role can be assigned to subject, centre, and site-level users.

NOTE: Specific centres and/or subjects for Centre and Subject users are chosen when assigning roles during user creation. For more information, read Creating a user.

5. Name your role

Name your role in the Add your role name in the box below entry field.

NOTE: Role names are limited to 200 characters.

6. Choose your role’s permissions

The available permissions depend on the section of Surpass chosen in Step 3.

Setup permissions

The following permissions are available for the Setup section of Surpass. Select Read Only to only allow users to view data in the relevant screen. Select Edit to allow users to work in the relevant screen.

Permission	Description
All	Gives full access to all screens in Setup (Centres, Subjects, Users, and Candidates).
Manage Centres	Gives access to Centres screen. Users with Edit permissions can create, edit, and delete centres. For more information, read About the Centres screen in Setup. NOTE: This permission is only available for site-level roles.
Manage Subjects	Gives access to the Subjects screen. Users with Edit permissions can edit and delete subjects. For more information, read About the Subjects screen in Setup.
Create Subjects	Allows users to create subjects in the Subjects screen. For more information, read Creating a subject in Setup. NOTE: This permission is only available for site- and centre-level roles.
Manage Users	Gives access to the Users screen. Users with Edit permissions can create, edit, and retire users. For more information, read About the Users screen in Setup. NOTE: This permission is only available for site- and centre-level roles.
Candidate Management	Gives access to all functionality in the Candidates screen.
Candidate Management > Manage Candidates	Gives access to the Candidates screen. Users with Edit permissions can create, edit, and retire candidates. For more information, read About the Candidates screen in Setup.
Candidate Management > Enable custom reasonable adjustments value	Allows users to grant candidates with reasonable adjustments a custom amount of extra time. For more information on reasonable adjustments, read Setting up reasonable adjustments for candidates and ‘3. Fill out the Candidate Details form’ in Creating a candidate.

Site Settings permissions

The following permissions are available for the Site Settings section of Surpass. Select Edit to allow users to work in the relevant screen.

NOTE: All Site Settings permissions are only available for site-level roles.

Permission	Description
All	Gives users full access to all areas in Site Settings (Site Settings, Branding, Customise Columns, Regional Settings, Roles).
Site Settings	Allows users to edit settings in the Site Settings tab of Site Settings. For more information, read About Site Settings options.
Manage Regional Settings	Allows users to change the separator format in Regional Settings. For more information, read About Regional Settings options.
Manage Profile	Allows users to edit their profile information in the User menu. For more information, read About My Profile options.
Homepage Editor	Allows users to edit the Surpass home page. For more information, read About Branding options.

Item Authoring permissions

You can set users’ access levels for specific workflow statuses on both items they have created (User’s Items) and items that have been created by others (All Items).

NOTE: Access levels in All Items must be equal to or lower than those in User's Items.

Access level	Description
No Access	Prevents users from viewing or editing content at a specific workflow status.
Preview	Allows users to preview content at a specific workflow status in the test driver. This does not give access to the Edit screen, which contains additional information like comments, settings, and tags.
View Content	Allows users to view items at a specific workflow status in the Edit screen. This gives visibility of additional information like comments, settings, and tags, but users cannot edit content.
Edit	Gives users the ability to edit items at a specific workflow status. This also includes setting the item to another workflow status they have Edit permissions for.

The following permissions are available for the Item Authoring section of Surpass. Select Edit to allow users to work in the relevant screen.

Permission	Description
All	Gives users access to all areas in Item Authoring (Subjects, Item Search, Item Lists, Templates, Unit Conversions). For more information, read Getting started in Item Authoring.
Item Search	Gives access to the Item Search screen. For more information, read About Item Search. NOTE: Users with access to Item Search can see information about items across all subjects in Item Search and Item Lists even if they do not have the relevant permissions to fully view/edit them.
Item Lists	Gives access to the Item Lists screen. For more information, read About Item Lists.
Share Items	Allows users to share items between subject master lists. For more information, read Sharing items with a subject master list from the Item Lists screen.
Move Items	Allows users to move items between subjects. For more information, read ‘Moving items to another subject’ in Managing items in a subject
Comment Manager	Allows users to add private comments to items and delete existing public and private comments. For more information, read Leaving comments on items and Leaving comments on item sets.
Bulk Update	Allows users to perform a bulk update. For more information, read Using bulk update.
Read-only Tag Groups	Allows users to add tag values from read-only tag groups to items. For more information, read Using tags in items.
Manage Templates	Allows users to access the Templates screen to create and edit item and component templates. For more information, read About Templates. NOTE: This permission is only available for site-level roles.
Manage Unit Conversions	Gives access to the Unit Conversions screen. For more information, read About Unit Conversions. NOTE: This permission is only available for site-level roles.

Test Creation permissions

The following permissions are available for the Test Creation section of Surpass. Select Edit to allow users to work in the relevant screen.

Permission	Description
All	Gives users access to all areas in Test Creation (Tests, Test Forms). For more information, read Getting started in Test Creation.
Create Tests	Allows users to work in the Tests and Test Forms screens to create, edit, or delete tests and test forms. For more information, read About tests and About test forms.
Manage Test Profiles	Gives access to About test profiles. NOTE: This permission is only available for site-level roles.
Review Shared Tests	Allows users to be scheduled for quality review tests. For more information, read Sharing tests with the Test Wizard.
Manage LOFT/Adaptive and Item Pools	Gives access to the About LOFT/Adaptive tests and About item pools. NOTE: This permission is only available for site-level roles.

Test Administration permissions

The following permissions are available for the Test Administration section of Surpass. Select Read Only to only allow users to view data in the relevant screen. Select Edit to allow users to work in the relevant screen.

Permission	Description
All	Gives users access to all areas in Test Administration (Schedule, Invigilate, Mark, Paper Mark, Moderate, Results, Re-mark, Audit, Candidate Review).
Schedule	Gives access to all functionality in the Schedule screen. NOTE: This grants all permissions for the Schedule screen except Bulk Schedule. For more information, read About the Schedule screen.
Schedule > Schedule Test	Allows users to schedule test sessions in the Schedule screen. For more information, read Scheduling a test session.
Schedule > Print Invigilation Pack	Allows users to print invigilation packs in the Schedule screen. For more information, read Printing an invigilation pack.
Schedule > Schedule extra time for tests with strict control for reasonable adjustments	Allows users to schedule tests with extra time for all candidates even if Enable strict control for Reasonable Adjustments is enabled.
Schedule > Reveal Test Forms	Allows users to select a specific test form when scheduling a test. Also lets users override scheduling rules such as the maximum number of resits.
Bulk Schedule	Allows users to schedule multiple test sessions at the same time. For more information, read Using Bulk Schedule.
Invigilate	Gives access to all functionality in the Invigilate screen. For more information, read About the Invigilate screen.
Invigilate > Invigilate Test	Gives access to basic functionality in the Invigilate screen. This does not allow users to modify test durations, upload responses, or void tests. For more information, read Unlocking an invigilated test.
Invigilate > Advanced Modify Duration	Allows users to change candidates’ test timers under certain conditions.
Invigilate > Upload Responses	Allows users to use the Upload Responses button in the Invigilate screen.
Invigilate > Change Associated Centre	Allows users to change a test’s centre from the one it was originally scheduled at.
Invigilate > Void Test	Allows users to void candidates’ tests. For more information, read Voiding a test.
Invigilate > Add extra time to tests with strict control for reasonable adjustments	Allows users to give extra time to all candidates even if Enable strict control for Reasonable Adjustments is enabled.
Invigilate > Enable Override User Associations Restrictions	Allows users to change a test’s associated marker and/or moderator.
Mark	Gives access to all functionality in the Mark screen. For more information, read About the Mark screen.
Mark > Mark Scripts	Allows users to mark candidates’ scripts in the Mark screen. For more information, read Marking a script in the Mark screen.
Mark > Upload Additional Files	Allows users to upload additional files to candidates’ File Attach items.
Mark > Change Centre by Marker	Allows users to change a test’s centre from the one it was originally scheduled at.
Mark > Void Test	Allows users to void candidates’ scripts.
Mark > Override Auto-Mark	Allows users to turn off computer marking for selected scripts.
Mark > Enable Override User Associations Restrictions	Allows users to change a test’s associated marker and/or moderator.
Moderate	Gives access to all functionality in the Moderate screen. For more information, read About the Moderate screen.
Moderate > Moderate Scripts	Allows users to moderate scripts in the Moderate screen. For more information, read Moderating a script in the Moderate screen.
Moderate > Upload Additional Files	Allows users to upload additional files to candidates’ File Attach items.
Moderate > Return to Mark Screen	Allows users to send candidates’ scripts back to the Mark screen.
Moderate > Change Associated Centre	Allows users to change a test’s centre from the one it was originally scheduled at.
Moderate > Assign Mark	Allows users to assign marks to items in the Moderate screen.
Moderate > Override Auto-Mark	Allows users to turn off computer marking for selected scripts.
Moderate > Moderation Management	Allows users to use the Void, Change Grades, Quintile Analysis, Question Summary, Release All, and Package Test buttons in the Moderate screen.
Moderate > Enable Override user Associations Restrictions	Allows users to change a test’s associated marker and/or moderator.
Results	Gives access to all functionality in the Results screen. For more information, read About the Results screen.
Results > Test and Candidate Reports	Allows users to view the reports in the Results screen. For more information, read Generating results reports from the Results screen.
Results > Report Print	Allows users to print the reports in the Results screen.
Re-mark	Gives access to all functionality in the Re-mark screen. For more information, read About the Re-mark screen.
Re-mark > Re-mark Scripts	Allows users to re-mark scripts in the Re-mark screen. For more information, read Re-marking a script.
Re-mark > Override Auto-Mark	Allows users to turn off computer marking for selected scripts.
Audit	Gives access to all functionality in the Audit screen. For more information, read About the Audit screen. NOTE: This permission is only available for site-level roles.
Upload OMR Results	Allows users to upload Optical Mark Recognition (OMR) results in the Results screen. For more information, read Uploading OMR results in the Results screen.
Candidate Review	Gives access to all functionality in the Candidate Review screen. For more information, read About the Candidate Review screen.
Paper Mark	Gives access to all functionality in the Paper Mark screen. For more information, read About the Paper Mark screen.

Reporting permissions

Permission	Description
All	Gives access to all areas in Reporting (Analytical Data, Operational Data, Rescoring, Custom Reports).
View Reports	Allows users to view and export reports in Reporting. For more information, read About the Analytical Data screen and About the Operational Data screen.
Rescore Candidate Script	Allows users to change test scores in Rescoring. For more information, read About Rescoring.
Manage Custom Report Template	Allows users to create and delete custom report templates. For more information, read ‘Creating a custom report template’ in About Custom Reports (beta). NOTE: This permission is only available for site-level roles.
Generate Custom Report	Allows users to generate custom reports. For more information, read ‘Generating a custom report’ in About Custom Reports (beta). NOTE: This permission is only available for site-level roles.

Integration permissions

Permission	Description
All	Gives users access to all Integration permissions.
Access External Application	Allows the user to access external systems that have been integrated with Surpass. NOTE: External systems must be capable of allowing outside access for this permission to function.

Tasks permissions

Permission	Description
All	Gives users manager and assignee permissions for all task types in Tasks (Authoring, Review, General). For more information, read Getting started in Tasks.
General Manager	Allows users to act as task managers for General tasks. For more information, read Creating a General task.
Review Manager	Allows users to act as task managers for Review tasks.
Review Manager > Create Review Tasks	Allows users to create Review tasks. For more information, read Creating a Review task.
Review Manager > Export Items	Allows users to export Review task items. For more information, read Exporting Review task items.
Authoring Manager	Allows users to act as task managers for Authoring tasks. For more information, read Creating an Authoring task.
Standard Setting Manager	Allows users to act as task managers for Standard Setting tasks.
Standard Setting Manager > Create Standard Setting Tasks	Allows users to create Standard Setting tasks. For more information, read Creating a Standard Setting task.
Standard Setting Manager > Export Items	Allows users to export Standard Setting task items. For more information, read Exporting Standard Setting task items.
Comment Manager	Allows users to add private comments to items and delete existing public and private comments. For more information, read Leaving comments on items and Leaving comments on item sets.
General Assignee	Allows users to act as assignees for General tasks. For more information, read Working in a General task as an assignee.
Review Assignee	Allows users to act as assignees for Review tasks. For more information, read the following articles: Working in a Shared Review task as an assignee Working in a Shared Review task as a lead assignee Working in an Individual Review task as an assignee Working in an Individual Review task as a lead assignee
Authoring Assignee	Allows users to act as assignees for Authoring tasks. For more information, read Working in an Authoring (Edit Existing Items) task as an assignee, Working in an Authoring (Create New Items) task as an assignee, Working in an Authoring (Edit Existing Items) task as a lead assignee, and Working in an Authoring (Create New Items) task as a lead assignee.
Standard Setting Assignee	Allows users to act as assignees for Standard Setting tasks. For more information, read Working in a Standard Setting task as an assignee and Working in a Standard Setting task as a lead assignee.

SecureClient permissions

Permission	Description
SecureClient Admin Console	Gives users access to the SecureClient admin console.

7. Give your role a description

Enter a brief description for your new custom role in the Add your description text in the box below entry field.

NOTE: Role descriptions are limited to 400 characters.

8. Save your role

Select Save to confirm your new role’s details and save it.

The role is now available to assigned to a user.