Understanding NCEDCloud Roles and Permissions

Introduction

As digital tools and platforms become central to education, managing access and maintaining secure systems have never been more critical. In North Carolina’s K–12 educational ecosystem, NCEDCloud plays a pivotal role in providing secure, centralized identity and access management (IAM). Whether you’re a student, teacher, administrator, or tech support specialist, your experience with NCEDCloud is shaped by your assigned role and permissions.

This article delves deep into understanding NCEDCloud roles and permissions—what they are, how they work, and why they matter. By the end, educators, students, and school IT staff will have a clear grasp of how this infrastructure supports secure, efficient access to digital resources.

What is NCEDCloud?

NCEDCloud is a statewide identity and access management system used in North Carolina public schools. It allows users to log in once and access multiple educational resources through a single sign-on (SSO) interface. Managed by Identity Automation, NCEDCloud ensures data security and simplifies access across platforms like PowerSchool, Canvas, Schoolnet, Clever, and more.

At the heart of this system is a robust structure of roles and permissions that control who can access what, and what actions they can take once logged in.

The Importance of Roles and Permissions

In any system where thousands of users interact, access control is essential. Roles and permissions:

• Protect sensitive information (e.g., student grades, personal data)

• Prevent unauthorized changes or access

• Tailor user experiences to their specific needs

• Streamline administrative workflows

• Enhance security compliance with federal and state mandates (like FERPA and COPPA)

In NCEDCloud, these controls are implemented through role-based access.

What Are NCEDCloud Roles?

A role in NCEDCloud defines a user’s identity within the system and determines what systems and functions they can access. Roles are assigned based on job functions or student status and are usually tied to directory records in the state’s student information system (SIS), like PowerSchool.

Primary NCEDCloud Roles

1. Student

   • Access to learning platforms like Canvas, PowerSchool, and Schoolnet.

   • Limited system permissions; cannot change account settings or manage others.

2. Teacher

   • Can access instructional tools, manage rosters, view student data, and enter grades.

   • Permissions may extend to accessing assessments or district-provided apps.

3. School Administrator (e.g., Principal, Assistant Principal)

   • Elevated access to data dashboards, schoolwide reporting, and user account management within their school.

4. LEA Administrator (District-Level IT or Administrative Staff)

   • Can manage user accounts across all schools in a district (Local Education Agency).

   • Has rights to reset passwords, configure applications, and assign roles.

5. Help Desk/Tech Support

   • Assists users in account recovery, troubleshooting, and device configuration.

   • Role-defined access ensures no visibility into academic records or HR data.

6. Application Administrator

   • Manages integrations and configurations for third-party learning apps within NCEDCloud.

7. Parent/Guardian (Optional Role)

   • Some districts enable read-only access to specific systems for guardians to monitor academic progress.

How Are Roles Assigned?

Roles are automatically assigned based on data in PowerSchool or other authorized systems. When a user logs into NCEDCloud for the first time, their identity is matched to these databases to determine the correct role. Updates in PowerSchool (e.g., a teacher changing schools) trigger changes in NCEDCloud roles within 24–48 hours.

Manual Overrides:
In rare cases, IT administrators can manually assign or adjust roles using the NCEdCloud IAM Service Portal, but these changes are typically restricted and monitored.

Permissions Defining What Users Can Do

While roles define who you are, permissions define what you can do. Each role comes with a default set of permissions, but these can be customized at the district or school level to suit specific operational needs.

Examples of Role-Based Permissions

Managing Permissions Safely

To maintain security and avoid conflicts, permissions must follow the principle of least privilege. This means users are given the minimum level of access necessary to do their jobs. This best practice reduces risks related to data breaches, accidental changes, or system misuse.

Multi-Factor Authentication (MFA)

Higher-level roles like LEA Administrators and Tech Support often require MFA for added protection. NCEDCloud allows MFA to be enabled per role or user, ensuring that privileged accounts are well-guarded.

Auditing and Accountability

Every action performed in NCEDCloud is logged, enabling schools and districts to perform audits and monitor for suspicious activity. This transparency is vital for:

• Identifying access violations

• Tracking administrative changes

• Ensuring compliance with state and federal privacy laws

Audit logs can be accessed by LEA Admins or designated security officers.

Custom Roles and Advanced Use Cases

While NCEDCloud provides a standard set of roles, districts can create custom roles in coordination with Identity Automation. These are typically used when:

• A unique hybrid role is needed (e.g., a teacher who also manages tech support)

• Schools use specialized applications requiring restricted access

• Certain users need temporary elevated privileges

Custom roles must go through an approval and configuration process to ensure they don’t compromise system security.

Common Role-Related Issues and Solutions

1. Incorrect Role Assignment

• Cause: Mismatch in PowerSchool data

• Fix: Update SIS data and allow for sync or contact LEA Admin

2. Access Denied to Application

• Cause: App not assigned to user’s role

• Fix: LEA Admin must configure the application’s access permissions

3. User Can’t Reset Password

• Cause: Missing security questions or MFA setup

• Fix: Tech Support or Help Desk can initiate a secure reset

Best Practices for NCEDCloud Role Management

1. Keep SIS Data Accurate
   All role assignments stem from core SIS data, so regular audits are vital.

2. Review Roles Annually
   Before each school year, verify roles for all staff and students.

3. Use MFA for Admin Roles
   Protect accounts with higher permissions using multifactor security.

4. Educate Users
   Teachers and admins should understand what their role allows—and what it doesn’t.

5. Avoid Shared Accounts
   Each user must log in with their own credentials to preserve audit accuracy.

Conclusion

NCEDCloud is more than just a login portal—it’s a sophisticated system designed to protect data, simplify access, and improve educational outcomes. By understanding the roles and permissions within NCEDCloud, users and administrators alike can navigate the system confidently and securely.

In an era where digital literacy and cybersecurity go hand in hand, mastering NCEDCloud’s role-based architecture isn’t just a technical necessity—it’s a cornerstone of modern education in North Carolina.