Map who sees, changes and approves

Which school records should a role map start with?

List the records that matter: timetable, attendance, assignments, results, announcements, consent, support requests and user profiles. For each record, identify the authoritative source and every person who needs it. Menu labels vary between products; the underlying information and responsibility are more stable. This makes the role map usable across several vendor demonstrations.

Start with four records such as timetable, attendance, result and parent communication. For each, name the authoritative source and every role that can view or change it. This prevents a role map from becoming a list of menus while the information itself remains undefined.

Google Classroom's official page describes 4 relevant audiences: teachers, students, administrators and parents or guardians. Source: Google for Education Classroom →

Which actions must be separated for every role?

Viewing is different from downloading; creating is different from approving; correcting is different from deleting. Use clear verbs for each role and record. Ask whether changes are immediate, reviewed or scheduled, and whether the original value remains visible in history. Precision prevents a broad statement such as “parents have access” from hiding what access actually allows.

Build a permission matrix with view, create, correct, approve and export as separate columns. Avoid a single edit label because correcting an error and approving a release carry different authority. Ask for a demonstration and written permission model for every claimed cell.

UNESCO reports global internet connection rates of 40% for primary, 50% for lower-secondary and 65% for upper-secondary schools. Source: UNESCO 2023 GEM Report →

Which role exceptions and transitions should be tested?

A guardian may have several children, a learner may change class, a teacher may cover temporarily, and an administrator may move to a different role. Ask how access is granted, reviewed and removed in each case. Include leavers and dormant accounts. A platform should be evaluated on these transitions because school identities and responsibilities change throughout the year.

Add a substitute teacher, guardian with several children, staff transfer, student leaver and temporary administrator. Show who opens and closes access, how quickly changes apply and what history remains. Exceptions reveal the operational owner of identity and permission changes.

UNESCO reports that 85% of countries have policies intended to improve school or learner connectivity. Source: UNESCO 2023 GEM Report →

Temporary cover

Record the result

Multiple-child guardian

Record the result

Class transfer

Record the result

Leaver

Record the result

How should notifications connect to an authoritative record?

For every alert or message, identify the underlying record, recipient, timing, channel and correction path. Ask whether the recipient can tell when information changed and who made the change. A notification without a dependable source can spread confusion faster. A role-flow diagram should show both the message and the record that authorises it.

A notification is useful only when it points back to the authoritative record. Trace who receives it, what it contains, what action follows and how delivery or failure is recorded. Test delayed and duplicate notifications without using real student information.

Malaysia's Personal Data Protection Department lists 6 rights for data subjects in its public FAQ. Source: Malaysia Personal Data Protection Department FAQ →

How can a school test least access?

Ask why each role needs each action and how sensitive records are limited. Review bulk downloads, administrator privileges, support access and shared devices. Google Classroom’s official overview illustrates differentiated teacher, student, administrator and guardian experiences, but it does not validate Easy Edu. Easy Edu must provide its own current role and permission evidence.

Review least access by asking why every role needs each action and record. Include support personnel, vendor administrators and emergency access. Easy Edu's controls are not yet verified, so the output is a list of required evidence rather than a security assessment. For each elevated role, ask who approves it, how long it lasts, how often it is reviewed and what event removes it. Place temporary and emergency access in their own rows so a broad administrator label does not hide exceptional authority.

The same department sets out 7 personal-data-protection principles under section 5(1) of Act 709. Source: Malaysia Personal Data Protection Department →

• □Need
• □Scope
• □Duration
• □Review

How should the role map become repeatable test cases?

Write short scenarios with an expected result: a teacher corrects attendance, a parent sees an approved result, an administrator removes a departed staff member, or a student views only their own work. Ask the vendor to demonstrate each case and its audit trail. Record anything that needs configuration, custom work or future development separately.

Turn the map into named tests with precondition, actor, action, expected result and retained evidence. Include one permitted action, one denied action and one role transition. A vendor can then demonstrate the exact flow without the school treating unrelated screens as proof. Keep the test data non-sensitive, record the product version and attach the demonstration result to the matching permission cell. A failed test should identify whether the gap sits in configuration, product scope, training or the underlying access model. Repeat the denied-action test after a role change and confirm that the audit history identifies both the access change and the attempted action.

UNESCO reports that 89% of 163 education-technology products in one pandemic-era analysis could survey children. Source: UNESCO 2023 GEM Report →