Access arrangements should reflect what a person needs to do and who owns the information. Review roles when people join, change responsibilities or leave.
A practical starting point
A former tutor still has a working account while a new teacher uses a shared login. The institution needs a clearer access process.
Turn the idea into a working routine
- List the tasks each role performs and confirm the corresponding access with the system provider.
- Create individual authorised accounts through the institution’s normal onboarding process.
- Review role changes and departures promptly, keeping a record of who approved access changes.
Measure what matters
Review shared accounts, unused access and unresolved role requests through approved administrative procedures.
Convenience can make an overbroad account appear harmless until a record is changed or viewed unexpectedly.
What should the team agree before putting this into practice?
Agree who authorises access and how responsibilities are updated when a staff member’s role changes.
MAKE IT PRACTICAL
Your planning checklist
Use this checklist during a team discussion. It tracks your planning progress, not a score of your institution’s quality. Selections stay in this page and are not submitted.
Clear access roles support clear accountability.
About this archive: 22 March 2026 is the collection’s reference date. This article was prepared and published on 7 November 2026. It is AI-assisted editorial content; examples are illustrative and do not describe a specific customer deployment.
