The purpose of this process is to establish a mechanism by which the University regulates the students’ and staff’s identities and grants them access to appropriate information and communication technologies (ICT) resources available at Parami. 

Scope

This process applies to all students as well as alumni, and all staff of the University, who use information and communication technology resources provided by the University. 

Referenced Laws, Regulations, and/or Policies 

This is the University process.

Process

Identity Management

Parami University uses several cloud-based systems and digital platforms to support academic, administrative, communication, and operational activities. Each user is normally assigned an individual username, email address, password, or institutional account depending on the system being used. Users are responsible for protecting their accounts and authentication information.

Each user must:

• Follow the password requirements established by Parami University.

• Use strong and unique passwords.

• Not share passwords, verification codes, or authentication credentials with any other person.

• Not reuse passwords associated with Parami University accounts for personal or unrelated external accounts.

• Enable Two-Step Verification or Multi-Factor Authentication where required.

• Log out or lock devices when leaving them unattended.

• Avoid signing in to institutional accounts on untrusted or public devices where possible.

• Immediately change passwords and inform the Office of Information and Communication Technology if there is reason to believe that an account has been improperly accessed, disclosed, or used by an unauthorized person.

• Report suspicious emails, phishing attempts, unexpected login notifications, or other potential security incidents.

Users must use their official Parami University accounts when accessing institutional systems, documents, learning platforms, and other University resources where institutional authentication is required.

Provisioning and Role-based Access Management 

Parami University provides access according to the user's role, academic status, employment status, and operational responsibilities. The main types of accounts include:

Individual User Accounts

Individual user accounts are uniquely associated with a specific person. Each user is responsible for protecting his or her own account credentials. Access privileges depend on the user's assigned role, such as:

• Student

• Faculty

• Staff

• Advisor

• Administrator

• Alumni

• Other authorized institutional roles

Functional or Office Accounts

Functional accounts may be created for offices, departments, programs, or specific operational purposes. Examples may include office email accounts, support accounts, or communication accounts. Access to functional accounts must be limited to authorized users. Where possible, individual authentication, delegated access, account recovery controls, and multi-factor authentication must be used instead of sharing passwords.

Account Provisioning

Accounts are created based on information provided by the relevant responsible office. For students, account provisioning normally begins after the student has completed the required admission and enrollment processes. For faculty and staff, accounts are created based on information provided by the responsible University office. Access may include:

• Parami University Google Workspace

• Populi Student Information System

• Canvas Learning Management System

• Zoom

• Padlet

• Perusall

• Copyleaks

• Course Evaluation System

• Other approved academic or administrative platforms

Access to each system depends on the user's responsibilities and institutional role.

Parami Email and Google Workspace

Parami University uses Google Workspace for institutional email, communication, collaboration, document management, and other University activities.Students, faculty, staff, and other authorized users may receive a Parami University email account according to institutional requirements. Users may have access to the following services:

• Gmail which allows users to send and receive official University email and use their Parami University email address as their institutional digital identity.

• Google Drive which allows users to upload, create, organize, store, access, and share institutional files and folders according to the user's permissions.

• Google Docs which allows users to create, edit, comment on, and collaboratively work on documents.

• Google Sheets which allows users to create, edit, analyze, and collaboratively work on spreadsheets.

• Google Slides which allows users to create, edit, present, and collaboratively work on presentations.

• Google Forms which allows authorized users to create forms, surveys, quizzes, registration forms, and other data collection forms.

• Google Calendar which allows users to create and manage calendars, events, meeting invitations, and schedules.

• Google Meet which allows users to create or participate in online meetings according to their institutional permissions.

• Google Groups which allows users to participate in institutional mailing lists, discussion groups, and communication groups.

• Shared Drives which allow authorized offices, departments, and teams to store and manage institutional files that belong to the organization rather than an individual account.

Access to Google Groups, Shared Drives, administrative tools, and other restricted resources is assigned according to operational needs. Users must enable Two-Step Verification where required by Parami University. Users must use their Parami University email address when requesting access to institutional documents where Parami University authentication is required.

Student Information System (SIS)

Once a new student has signed and returned the enrollment agreement form to the Office of Registrar, within three business days, the office of Registrar will create accounts in Student Information System (SIS) by using information from the Admission module. User access is provided according to the user's assigned role and institutional responsibilities.

Faculty Role

Academic staff assigned to courses may have access to the following:

• Account & Profile which allows faculty members to view and manage applicable account and personal profile information.

• Courses which allows faculty to view courses to which they have been officially assigned.

• Gradebook which allows faculty to enter, review, calculate, and manage student grades.

• Roster which allows faculty to view students officially enrolled in their assigned courses.

• Student Course Summary which allows faculty to review applicable information about a student's academic performance within a course.

• Reports which allows faculty to review available academic or course-related information according to their assigned permissions.

• Final Grades which allows faculty to submit final grades according to the academic procedures established by Parami University.

• Faculty access is normally limited to courses and students associated with their assigned teaching responsibilities.

Student Role

Students have access according to their official enrollment and student status. Students may have access to:

• Account & Profile which allows students to view and manage applicable account and personal information.

• Courses which allows students to view courses in which they are officially enrolled.

• Course Information which allows students to review applicable course information and academic details.

• Grades which allows students to view released academic results and course grades.

• Reports & Transcripts which allows students to view applicable semester reports, academic transcripts, academic records, and graduation-related information.

• Degree Progress which allows students to review applicable program and graduation requirements.

• Enrollment & Registration which allows eligible students to register, add, or drop courses during approved registration periods according to institutional rules.

Access to specific functions may depend on the student's academic status, registration period or other permissions established by the responsible University offices.

• Account & Profile which allows users to add, edit and delete his/her general information such as profile picture, email address, username, password and so on

• Communication which allows users to send messages and alerts to students, other instructors, staff and even SIS administrators

• Classes which allow users to view past and present classes where he/she can add sections, announcements, assignments, discussion threads and generate progress reports and attendance records

• Grades which allows users to submit final grades, make-up grades, midterm make-up grades and midterm reports in the grade book

• Schedules which allows users to schedule his/her classes

Learning Management System (LMS)

Once a student or academic staff has activated a Parami email address, within three business days, the Office of Information and Communication Technology will create a user account by using his/her full name, Parami email address and student ID from Student Information System (SIS). Course invitation email will be sent the following days in his/her Parami email. 

User access is based on institutional roles and official course enrollment.

Teacher Role

Academic staff assigned the Teacher role may have access to:

• Dashboard which allows faculty to view and access their assigned courses.

• Announcements which allows faculty to create, edit, publish, and manage course announcements.

• Assignments which allows faculty to create and manage assignments, submission requirements, due dates, availability dates, grading settings, and student submissions.

• Modules which allows faculty to organize learning materials, assignments, discussions, quizzes, pages, and external tools into structured learning sequences.

• Pages which allows faculty to create and edit instructional content containing text, images, multimedia, links, and other learning resources.

• Files which allows faculty to upload, organize, manage, and make course files available to students.

• Discussions which allows faculty to create, moderate, and participate in course discussions.

• Quizzes which allows faculty to create and manage quizzes, assessments, and other supported question-based activities.

• Grades which allows faculty to enter, review, calculate, and manage student grades.

• SpeedGrader which allows faculty to review individual student submissions, provide comments, annotations, feedback, and grades.

• Rubrics which allows faculty to create, attach, and use rubrics for evaluating student work.

• People which allows faculty to view eligible students and other users enrolled in their assigned courses.

• Calendar which allows faculty to create and manage course events, deadlines, and scheduled activities.

• Inbox which allows faculty to communicate with students and other eligible Canvas users.

• Analytics which allows faculty to review available course participation, activity, and student engagement information.

• Course Settings which allows faculty to manage applicable course settings, navigation, content imports, and supported course functions.

• Student View which allows faculty to view the course from the perspective of a test student.

• External Tools which allows faculty to use approved learning technologies integrated with Canvas. These may include Zoom, Perusall, Copyleaks, course evaluation tools, and other approved applications.

Student Role

Students enrolled in Canvas courses may have access to:

• Dashboard which allows students to access their current courses.

• Announcements which allows students to view course announcements and reply where permitted.

• Modules which allows students to access learning materials and activities organized by their instructor.

• Pages which allows students to view course content prepared by the instructor.

• Files which allows students to access course files made available by the instructor.

• Assignments which allows students to view assignment instructions, submit work, and review available grades and feedback.

• Discussions which allows students to view and participate in course discussions according to instructor settings.

• Quizzes which allows students to complete assigned quizzes and assessments.

• Grades which allows students to view released grades and instructor feedback.

• Calendar which allows students to view assignment deadlines, course events, and other scheduled activities.

• Inbox which allows students to communicate with instructors and other eligible Canvas users.

• People which allows students to view eligible members of the course where this feature is enabled.

• External Learning Tools which allow students to access approved applications integrated with their courses.

Student access is limited to courses in which the student is officially enrolled and to course content made available by the instructor.

Perusall

Perusall is already integrated into the institution’s Canvas Learning Management System (LMS) at parami.edu.mm. No separate account creation is required, as authentication and access are managed through institutional Single Sign-On (SSO) via Canvas. The Office of ICT will introduce Perusall during the EduTech onboarding session for new academic staff. Access permissions are role-based and automatically provisioned through Canvas. Users normally access Perusall through Canvas and are provisioned according to Canvas enrollment.

Instructor Role

Academic staff assigned the Teacher role in an eligible Canvas course may have access to:

• Course Setup which allows instructors to configure the Perusall course associated with their Canvas course.

• Library which allows instructors to upload or add supported reading materials and learning resources.

• Assignments which allows instructors to create reading and annotation assignments and configure deadlines and applicable settings.

• Annotations which allow instructors to review and participate in student annotations.

• Discussions which allow instructors to interact with students through comments, questions, and threaded discussions on assigned materials.

• Groups which allows instructors to organize students into smaller discussion or activity groups.

• Scoring which allows instructors to configure available participation or annotation scoring settings.

• Gradebook which allows instructors to review applicable student performance information.

• Canvas Grade Synchronization which allows eligible Perusall scores to be synchronized with the Canvas Gradebook.

• Engagement Information which allows instructors to review available student participation and engagement information.

Student Role

Students enrolled in eligible Canvas courses may have access to:

• Assigned Readings which allows students to access reading materials assigned by the instructor.

• Annotations which allows students to highlight text and add questions, comments, or observations.

• Discussions which allows students to reply to classmates and instructors.

• Assignments which allows students to complete assigned Perusall activities.

• Feedback which allows students to review applicable feedback.

• Scores which allows students to view applicable assignment or participation scores where enabled.

Students do not need to create separate Perusall accounts when accessing Perusall through Canvas.

Copyleaks

Since Copyleaks is integrated within the Canvas LMS, user accounts are automatically created once information of new students/academic staff members are recorded in the Canvas to support similarity and plagiarism checking for applicable assignments.

Instructor Role

Faculty may have access to:

• Assignment Integration which allows instructors to enable Copyleaks for eligible Canvas assignments.

• Similarity Settings which allows instructors to configure available plagiarism and similarity detection settings.

• Similarity Reports which allows instructors to review similarity results for submitted student work.

• Matched Sources which allows instructors to review sources identified as similar to submitted content.

• Exclusions which allows instructors to configure applicable options such as excluding references, quotations, or other supported content.

• Report Visibility which allows instructors to determine whether applicable similarity results are visible to students according to institutional settings.

Student Role

Students may have access to:

• Submission which allows students to submit work through Canvas assignments where Copyleaks has been enabled.

• Similarity Report which may allow students to view applicable similarity information where access has been enabled by the instructor.

Student access to similarity reports depends on the instructor's assignment settings.

Zoom

Parami Zoom accounts are available to faculty, staff and students. The office of information and communication technology must create Zoom accounts for each new staff member and students by using name and Parami email. At least one week before a semester begins, the accounts of academic staff who are teaching at a particular semester will be upgraded to a licensed Zoom account. Institutional Zoom access is provided according to teaching and operational needs.

Faculty and Host Role

Authorized faculty and staff may have access to:

• Meetings which allows users to create, schedule, start, and manage Zoom meetings.

• Participant Management which allows hosts to manage participants during a meeting.

• Audio and Video which allows users to communicate through supported audio and video functions.

• Screen Sharing which allows hosts and eligible participants to share screens, applications, presentations, and other content.

• Chat which allows users to communicate through meeting chat according to host settings.

• Breakout Rooms which allow hosts to divide participants into smaller discussion groups.

• Waiting Room which allows hosts to manage participant entry into meetings where enabled.

• Recording which allows eligible hosts to record meetings locally or in the cloud according to their assigned Zoom license and institutional settings.

• Meeting Security which allows hosts to configure applicable meeting security and participant controls.

• Canvas Integration which allows eligible Zoom meetings and course activities to be accessed through Canvas courses where integration is enabled.

Student and Participant Role

Students normally participate in Zoom meetings as participants. Students may have access to:

• Join Meetings which allows students to participate in scheduled classes and meetings.

• Audio and Video which allows students to communicate according to host settings.

• Chat which allows students to participate in meeting chat where enabled.

• Screen Sharing which may allow students to share their screens where permitted by the host.

• Breakout Rooms which allows students to participate in smaller group discussions created by the host.

• Canvas Zoom Access which allows students to access applicable class meetings through Canvas where integration is enabled.

Curriki

Curriki is used to create interactive learning content that can be embedded into the Canvas LMS. Academic staff can create content in Curriki Studio and then embed or link the content within Canvas assignments, pages, modules, or other applicable course areas.

Academic staff who are provided access to Curriki Studio may have the following access:

• Create Content which allows users to create interactive learning activities and digital learning materials in Curriki Studio.

• Edit Content which allows users to update and modify content they have created or content for which they have been given collaboration access.

• Delete Content which allows users to delete content they own, subject to their assigned permissions.

• Embed in Canvas which allows academic staff to embed or link Curriki interactive content within their Canvas courses.

Academic staff may also request support from the EdTech Unit to develop interactive learning content. The EdTech Unit may assist with creating the content in Curriki Studio and embedding the completed interactive content into the appropriate Canvas course.

Students normally access Curriki content through the Canvas LMS and may have the following access:

• Access Interactive Content which allows students to view and interact with Curriki activities embedded or linked within their Canvas courses.

• Students are normally not required to create content in Curriki Studio unless specifically required for an academic activity.

Padlet

The Office of Information and Communication Technology will send an invitation to activate Padlet accounts for new academic staff within three business days after his/her contract/employment has begun. However, a new student has to sign up for themselves after he/she has activated the Parami email address. Academic staff will be invited in a teacher role and students will be in student roles. The difference between student role and teacher role is that teacher role can embed or integrate Padlet into the Canvas LMS. Both teacher role and student role have access to:

• Profile which allows users to edit general information, navigate to home page, profile and setting to edit username and password, drive to upload content from google drive

• Made which allows users to create all types of Padlet which include wall, Stream, Grid, Shelf,

Map, Canvas, Timeline and create in which users can add, edit, and delete posts

• Setting which allows users to change privacy of a Padlet and invite collaborators

• Recents which allows users to view Padlets they have recently participated in

• Shared which allows users to view Padlets shared by other users

• Join a Padlet which allows users to join padlet of other users’ with a padlet URL

• New Folder which allows users to create and organize Padlets in folders

• Archived which allows users to archive Padlets.

Lime (In-House Course Evaluation System)

Lime is Parami University’s customized in-house course evaluation system and is fully integrated into the Canvas LMS. No separate account registration is required. Access is automatically provisioned based on user roles in Canvas. The office of ICT sets up evaluation projects and questions in Canvas under the guidance of Academic Affairs.

Instructor Role (Academic Staff):

• Access assigned evaluation forms

• Monitor course evaluation response rates

Student Role:

• Directly complete course, instructor, and service evaluation forms within Canvas

Other Educational and ICT Systems

Parami University may use additional platforms, software, digital resources, databases, library resources, learning applications, or administrative systems. Access to these systems is provided according to institutional requirements. Where possible, systems should use:

• Institutional email authentication

• Single Sign-On

• Role-based access

• Multi-Factor Authentication

These mechanisms are preferred in order to improve account security and reduce unnecessary account management.

Access Requests and Permission Changes

Users who require additional access, special permissions, or administrative privileges must first consult with their Department Head (Directors). The request must be formally approved by the Department or Office Head through an official Parami University email confirmation and sent to the Office of Information and Communication Technology. ICT office will grant the requested access afterward. The approval email should clearly include:

• The name of the user requesting access.

• The system, platform, or resource for which access is requested.

• The type or level of access required.

• The reason the access is necessary.

• The approved duration of the access, including the start and end date where applicable.

Temporary or special access should be granted only for the approved period and reviewed or removed when the approved duration ends. Administrative privileges should only be provided where necessary for the user's assigned responsibilities and with appropriate approval.

Review

The Office of Information and Communication Technology is responsible for reviewing this process periodically and updating it when significant changes occur to institutional systems, security requirements, authentication methods, user roles, or organizational responsibilities.

Date