Campus Kaizen

TABLE OF CONTENTS

• Guardian role hierarchy
• Incident Type Admin
• Case Assigner
• Incident Type Officer
• Case Owner and Case Investigator assignments
• New incident report notifications
• Notification User
• Recommended setup for a triage process
• Why a case may not appear in the Workflow view
• Troubleshooting case visibility
• Key points to remember

Guardian uses employee roles to determine which incident reports and cases a user can access. Case Owner and Case Investigator assignments identify responsibility for an individual case and, for some roles, also determine whether the user can access that case.

Understanding the difference between employee roles and case assignments is important when configuring a triage or case-management process.

Guardian role hierarchy

The following table summarizes the primary roles involved in reviewing, assigning, and managing cases:

Incident Type Admin

An Incident Type Admin can perform all the case-management and assignment functions available to a Case Assigner. The Incident Type Admin role also provides access to the Configurations tab for the user's assigned incident types. An Incident Type Admin does not need to be listed as the Case Owner or a Case Investigator to:

• View cases within the assigned incident type

• Review newly submitted incident reports

• Add or update case information

• Assign a Case Owner

• Add or remove Case Investigators

• Move cases through the workflow

• Perform other available case-management actions

Case Assigner

A Case Assigner can access and manage all cases within the assigned incident type or types. Case Assigner access can also be limited by location when an institution needs separate assignment teams for different campuses or organizational areas. Despite the name of the role, the ability to assign cases is not reserved exclusively for Case Assigners. Incident Type Admins and Super Admins can also assign Case Owners and Case Investigators on a case.

Incident Type Officer

An Incident Type Officer does not automatically have access to every case within an incident type. An Incident Type Officer receives access after being assigned to the case as either:

• The Case Owner, or

• A Case Investigator

This role is appropriate for employees who should only view and manage the cases for which they are directly responsible.

Case Owner and Case Investigator assignments

Case assignments serve two purposes:

1. They identify the employees responsible for managing or investigating the case.

2. They provide case access to Incident Type Officers.

Each case can have:

• One Case Owner: The person with primary responsibility for the case.

• Multiple Case Investigators: Additional employees assisting with the case. Guardian does not limit the number of Case Investigators that can be added.

Assigning an Incident Type Admin or Case Assigner as the Case Owner or a Case Investigator can still be helpful for documenting responsibility. However, these users do not need a case-level assignment to access or manage the case.

New incident report notifications

Access and notifications are related but separate. Super Admins, Incident Type Admins, and Case Assigners may receive notifications when new reports are submitted for incident types within their access scope. Receipt of these alerts also depends on each employee's individual notification settings. These settings can be managed by logging into Guardian, clicking on your name in the top right corner, and clicking My Settings>Email Notification.

Incident Type Officers do not receive the initial new-report notification. They become involved after a Case Assigner, Incident Type Admin, or Super Admin assigns them to the resulting case, at which point they will receive a notification telling them they have been assigned.

Notification User

A Notification User can receive new-report notifications for additional awareness or oversight. Being designated as a Notification User does not grant access to the report or its resulting case. Notification User is intended for employees who need to be notified when a new report is submitted but do not need access to manage the report or resulting case. It is generally unnecessary to add someone as a Notification User if they already have access to that incident type as a Case Assigner, Incident Type Admin, or Super Admin because those roles are already eligible to receive new-report notifications based on their individual notification settings.

Adding a Notification User

An administrator can add a Notification User by going to Configurations > Incident Types, locating the applicable incident type, and selecting Auto-Assign on the right side of the page. Within the Auto-Assign settings, begin typing the employee’s name in the Notification Users field and select the employee from the results. After adding all appropriate Notification Users, select Update to save the changes.

Recommended setup for a triage process

For an institution that wants a small group to review incoming reports before assigning them to other employees:

1. Assign the members of the triage group as Case Assigners or Incident Type Admins for the applicable incident type.

2. Use the Incident Type Admin role only for triage members who also need to modify incident-type forms, workflows, notifications, or other configuration settings.

3. Configure other case-management employees as Incident Type Officers.

4. Have a Case Assigner, Incident Type Admin, or Super Admin assign an Incident Type Officer as the Case Owner or a Case Investigator when that employee should begin working the case.

5. Review each triage member's individual notification settings to confirm that the appropriate new-report alerts are enabled.

6. If someone needs notification-only oversight, configure that person as a Notification User without granting broader case access.

This structure allows the triage group to review all incoming reports while limiting other employees to the cases specifically assigned to them.

Why a case may not appear in the Workflow view

Not seeing a case in the Workflow view does not necessarily mean the user lacks permission to access it. Archived and Discarded cases are removed from the active workflow.

To locate an archived/discarded case:

1. Go to the Cases tab

2. Select the List view.

3. Set the Status filter to All, Archive, or Discard.

4. If necessary, filter by incident type, location, case number, or another available field.

An authorized user can still access an archived case through the List view even though it no longer appears in the active Workflow view.

Troubleshooting case visibility

If an employee cannot locate a report or case, review the following before changing the employee's role:

1. Incident type: Confirm that the employee's role is associated with the correct incident type.

2. Location: If the role is location-based, confirm that the case falls within the employee's assigned location.

3. Record status: Determine whether the record is a newly submitted incident report, an active case, or an archived case.

4. Current view: Check both the Workflow and List views.

5. Filters: Verify the Status, Stage, Incident Type, Location, and other active filters.

6. Case assignment: If the employee is an Incident Type Officer, confirm that the employee is assigned as the Case Owner or a Case Investigator.

Key points to remember

• Incident Type Admins can perform all Case Assigner functions and also have incident-type configuration access.

• Case Assigners and Incident Type Admins do not need to be assigned to an individual case to access or manage it.

• Incident Type Officers only access cases where they are assigned as Case Owner or Case Investigator.

• Each case can have one Case Owner and multiple Case Investigators.

• Notification User status provides notifications, not case access.

• Notification preferences can affect whether an eligible employee receives new-report alerts.

• Archived (Closed) and Discarded cases are available in the List view but do not appear in the active Workflow view.