The PEARS Directory lists staff members within each organization that have specialized roles and permissions in PEARS. The Directory helps administrators keep track of their PEARS permissions. The Directory is also a resource for all staff to know who to ask for help. Staff can contact administrators within their organization for help with account details, permissions, site management, and other needs. The PEARS Directory is listed under the question mark icon. Some roles are included for both SNAP-Ed organizations and Extension organizations. Directory roles and permissions only used for Extension work are marked with an asterisk.
1. Organization Administrator
This role includes the most authority. Organization Administrators have the permissions of most other roles, including: User Managers, Programming Managers, Director Managers, Board Member Managers, Action Plan Reviewers, and Professional Development Opportunity Reviewers.
Organization Administrators can:
- Add staff to Directory roles
- Remove staff from Directory Roles
Organization Administrators and Board Member Managers can:
- Add new board members
- Edit board member information
- Remove board members
*This permission only applies to Extension organizations
Organization Administrators and Director Managers can:
- Add new unit directors
- Remove unit directors
*This permission only applies to Extension organizations
Organization Administrators can:
- Create custom fields for reporting within their organization
- Edit custom fields
- Remove custom fields
Organization Administrators can add, edit, and remove items on the following lists:
- Categories* (CRM)
- Core Competencies* (Professional Development)
- Critical Issues*
- Date Ranges* (Direct Contacts)
- Program Areas
- User Positions
- Youth Programming Delivery Modes*
- Youth Programming Project Areas*
*These lists are only available for Extension organizations.
Organization Administrators and Programming Managers can add, edit, and remove items on the following list:
- Cities
Organization Administrators and Programming Managers in organizations that also use PEARS for SNAP-Ed reporting can add, edit, and remove items on the following lists:
- Audiences
- Curricula
- Funding Sources (available for select organizations)
- Interventions
- Objectives
- Priority Indicators
- Projects
Organization Administrators and Programming Managers have the authority to request changes to the following lists by contacting PEARS Support:
- Units
Organization Administrators can:
- Contact PEARS Support to request changes to Start Dates and End Dates
- Edit Open Dates and Close Dates
Organization Administrators and Programming Managers can:
- Add new sites
- Edit site information
- Delete sites
- Merge sites
- Mark sites as inactive
Organization Administrators and User Managers can:
- Add new user accounts
- Generate “Welcome Email”
- Edit user information (email, name, default unit/program area, etc.)
- Manage user permissions (viewable unit, viewable program area, editable user, supervisor)
- Deactivate users
Organization Administrators can enable or disable the following features within their organization:
- SNAP-Ed Funding Source
- Program Area Default
- Unit Default
- Crisis Impact Field
- Require Site for Indirect Activity Intervention Channels
- Collect Youth Programming Data
Organization Administrators can reach out to the PEARS Support Team to enable or disable the following features within their organization:
- Program Areas
- Extension Modules
- SNAP-Ed Modules
- WebNEERS Importer
By default, all users can share surveys with other individuals in their organization. Organization Administrators, Programming Managers, Program Area Team Leaders, and Program Area Team Consultants can also share surveys with:
- All users in a specified unit in their organization
- All users in their organization
- Other organizations in their state
By default, all users can create individual-level Action Plans. Organization Administrators and Program Area Team Leaders can also create Action Plans at the:
- State level
*This permission only applies to Extension organizations
Organization Administrators can:
- Access the Performance Review Plans module, under the Plan menu
- Design performance reviews for agents, supervisors, and board members (if applicable)
*This permission only applies to Extension organizations
Organization Administrators and Action Plan Reviewers can:
- View state-level Action Plans
- Approve or reject state-level Action Plans
*This permission only applies to Extension organizations
Organization Administrators and Professional Development Opportunity Reviewers can:
- View professional development event proposals
- Edit professional development event proposals
- Approve or reject professional development event proposals
*This permission only applies to Extension organizations
Under the Review menu, Organization Administrators can:
- View all professional development plans
- View all performance reviews
*This permission only applies to Extension organizations
By default, all users can create Success Stories and view all Success Stories that have been reported within your organization. Organization Administrators and Data Managers can also:
- Tag Success Stories as “Noteworthy”
- Filter for “Noteworthy” stories
Once a story is tagged as “Noteworthy” the user who created the record will be able to see a green “star” next to the story title.
2. User Manager
Organization Administrators and User Managers can:
- Add new user accounts
- Generate “Welcome Email”
- Edit user information (email, name, default unit/program area, etc.)
- Manage user permissions (viewable unit, viewable program area, editable user, supervisor)
- Deactivate users
3. Programming Manager
Organization Administrators and Programming Managers can add, edit, and remove items on the following list:
- Cities
Organization Administrators and Programming Managers in organizations that also use PEARS for SNAP-Ed reporting can add, edit, and remove items on the following lists:
- Curricula
- Funding Sources (available for select organizations)
- Interventions
- Objectives
- Priority Indicators
- Projects
Organization Administrators and Programming Managers have the authority to request changes to the following lists by contacting PEARS Support:
- Units
Organization Administrators and Programming Managers can:
- Add new sites
- Edit site information
- Delete sites
- Merge sites
- Mark sites as inactive
By default, all users can share surveys with other individuals in their organization. Organization Administrators, Programming Managers, Program Area Team Leaders, and Program Area Team Consultants can also share surveys with:
- All users in a specified unit in their organization
- All users in their organization
- Other organizations in their state
4. Data Manager
Data Managers can:
- View all data within their organization
- Edit all data within their organization
- Delete all data within their organization
This applies to data in all modules except: Professional Development Plans, Performance Reviews
Data Managers can:
- Mark data as “Verified” or “Unverified”
This applies to data in all modules except: Surveys, Action Plans, Professional Development, Performance Reviews, and Quarterly Efforts. These modules already include a verification process or a statement confirming data accuracy.
By default, all users can create Success Stories and view all Success Stories that have been reported within your organization. Organization Administrators and Data Managers can also:
- Tag Success Stories as “Noteworthy”
- Filter for “Noteworthy” stories
Once a story is tagged as “Noteworthy” the user who created the record will be able to see a green “star” next to the story title.
5. Board Member Manager*
Organization Administrators and Board Member Managers can:
- Add new board members
- Edit board member information
- Remove board members
*This permission only applies to Extension organizations
6. Director Manager*
Organization Administrators and Director Managers can:
- Add new unit directors
- Remove unit directors
*This permission only applies to Extension organizations
7. Unit Director*
Unit Directors can:
- View all data tied to specified units
- Grant users permission to view data in specified units
*This permission only applies to Extension organizations
Unit Directors can:
- View a list of all board members in their organization
- Download a list of all board members in their orgnization
Note: This only applies to Extension organizations that include board members as part their performance review process.
By default, all users can create individual-level Action Plans. Unit Directors can also create Action Plans at the:
- Unit Level
*This permission only applies to Extension organizations
By default, all users can only edit records they have created. Unit Directors can also edit Action Plans in the unit(s) they direct.
*This permission only applies to Extension organizations
By default, all users can share surveys with other individuals. Unit Directors can also share surveys with:
- All users in a specified unit
8. Program Area Team Leader*
Program Area Team Leaders and Program Area Team Consultants can:
- View all data tied to specified program areas
Program Area Team Leaders can
- Grant users permission to view data in specified program areas
*This permission only applies to Extension organizations
By default, all users can create individual-level Action Plans. All users can edit and copy Action Plans they have created. Program Area Team Leaders have extended permissions for Action Plans.
- Organization Administrators, Program Area Team Leaders, and Program Area Team Consultants create Action Plans at the state level.
- Program Area Team Leaders and Consultants can edit all state-level action plans within their program area team.
- Program Area Team Leaders and Consultants can copy all state-level action plans within their program area team to the next reporting period.
*This permission only applies to Extension organizations
By default, all users can share surveys with other individuals in their organization. Organization Administrators, Programming Managers, Program Area Team Leaders, and Program Area Team Consultants can also share surveys with:
- All users in a specified unit in their organization
- All users in their organization
- Other organizations in their state
9. State Level Action Plan Reviewer*
Organization Administrators and Action Plan Reviewers can:
- View state-level Action Plans
- Approve or reject state-level Action Plans
*This permission only applies to Extension organizations
10. Professional Development Opportunity Reviewer*
Organization Administrators and Professional Development Opportunity Reviewers can:
- View professional development event proposals
- Edit professional development event proposals
- Approve or reject professional development event proposals
*This permission only applies to Extension organizations
11. PEARS Team Point of Contact
This role is optionally used to note primary contacts within each organization that communicate with the PEARS Team. No additional permissions within PEARS are included.
12. Extension Advisory Committee Representative*
This role is optionally used to note which staff members are on the PEARS Advisory Committee for Extension (PAC-E). The PAC-E includes a few staff members from each organization using PEARS. The committee meets bi-monthly with the PEARS Team to discuss reporting questions and needs. Organizations that use PEARS for both SNAP-Ed and Extension reporting may have representatives in both the PAC and PAC-E.
NOTE:
Other permissions not listed in the directory include: Editable Users and Supervisors. Editable Users can view and edit all data for specific user(s). Supervisors can view all data and access performance review features for specific supervisees. These permissions are assigned at the user account level (rather than for the organization as a whole). These permissions can be edited by Organization Administrators and User Managers on the Manage Users page.
Additionally, Collaborator permissions can be assigned on individual records, to give users permission to view or edit a specific record.
Additionally, Collaborator permissions can be assigned on individual records, to give users permission to view or edit a specific record.
NOTE:
All Directory permissions are assigned at the organization level, meaning that staff with Directory roles can only view and manage items within their own organization.
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Organization Administrators can add staff to Directory roles by clicking the Add button next to the role title on the Directory page.
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Organization Administrators do not automatically have Data Manager permissions. To be able to edit all data in the organization, you must be added as a Data Manager, in addition to any other roles.
NOTE:
Supervisors can also review professional development plans and performance reviews.
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The PEARS Team recommends keeping the number of Data Managers to a minimum, in order to safeguard data integrity.
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Unit Directors can be added via the Directors administration page. For more information about adding Unit Directors, see the following documentation article: Add a Unit Director.
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Program Area Team Leaders can be added via the Manage Users administration page. For more information about adding Program Area Team Leaders, see the following documentation article: Manage Program Area Teams.