In Aqueduct, your program will have complete control to manage your users and assign permissions in a way that fits your structure. Our system is built to offer a range of permission options to best suit your program’s needs.

Setting Up a New Subscription

Before you begin setting up your Aquifer subscription, please review the roles and permissions for each user type and decide who will fill each role. From there, it’s easy to add users, assign permissions, and manage administrators in Aqueduct. Please note that each user may be assigned to only one role in Aqueduct.


Checking Your Aquifer Role

Your program will determine your role and permission level in Aqueduct when you are added as an administrative user. Your role is stated in your initial email invitation and is listed on your “My Profile” page in Aqueduct. If you need to create Custom Courses or access student progress reporting but do not have the appropriate role, please contact your Program Service Administrator. If you are not sure who fills that role at your institution, please contact Aquifer Support.

The Program Service Administrator is the primary subscription manager for the program and has the highest level of permissions in the system. This is a required role. There can only be one Program Service Administrator for each program. Users in this role:

  • Serve as Aquifer’s primary contact regarding subscription renewal
  • Add administrative users to the system and assign roles and permissions, including assigning a Curriculum Administrator, IT Manager, and other key administrative roles as required by your program
  • Manage (add, edit, and remove) all users—students and administrators
  • Determine who will upload student rosters. Students must be rostered in Aqueduct to gain access to Aquifer courses, and this can be done by the Program Service Administrator, a separate Student Roster Manager, or by the Curriculum Administrator. The Program Service Administrator should decide who will perform this role, and make sure they are assigned a role in the system and are prepared to upload the student roster
  • Access the searchable Case Library to easily sort and filter cases and quickly view case synopses and learning objectives
  • Full authorization for tracking and reports at the program, course, case, and student levels
  • Highest level in the permission hierarchy—the Program Service Administrator can perform any role within the system as fits your program, including creating custom courses, viewing student cases, adding/deleting other educators, and perform any other role

The Curriculum Administrator serves as the overall administrator for the educational content and has access to all courses and reports. This role is optional, and is often assigned to a Curriculum Dean and his/her Coordinator/Administrator. New programs are given permission to add up to 3 Curriculum Administrators to their program. These users may identify and oversee subscriber program standards for incorporating curricular content into courses, including use for grading and assessment. Users in this role can:

  • Manage (add, remove, and edit) most administrative users (Student Roster Managers, Course Administrators, Course Managers, and Teachers) and all student users
  • Access all program, course, case, and student reports
  • Create custom courses
  • Access the searchable Case Library to easily sort and filter cases and quickly view case synopses and learning objectives
  • View ungated case content—with the ability to see answers to embedded assessments, advance through a case, and access the case summary at the end of a case without having to click through each card or complete each answer as required in the student role

The Course Administrator is often a Course Coordinator, Site Director, or delegate. and/or their coordinator who has course-level responsibility. Course Administrators can create customized courses to assign specific cases and students to courses, and view cohort and individual performance across courses. New programs are given permission to add up to 2 Course Administrators for every paid Aquifer course they subscribe to. Users in this role can:

  • Manage (add, remove, and edit) Course Managers, Teachers, and Student users
  • Create custom courses to align with their course or block rotation, assigning specific cases and specific students to the course
  • Access course, case, and student reports for Aquifer courses as well as for specific custom courses which they created or have been granted access.
  • Create exam rosters—Course Administrators are the only role that can create exam rosters. If you need permission to add additional Course Administrators to your program to manage this role please contact us so we can help you
  • Access the searchable Case Library to easily sort and filter cases and quickly view case synopses and learning objectives
  • View ungated case content–with the ability to see answers to embedded assessments, advance through a case, and access the case summary at the end of a case without having to click through each card or complete each answer as required in the student role

The Course Manager is responsible for tracking student progress and completion within a course. This role is consistent with Clerkship or Course Director. New programs are given permission to add up to 4 Course Managers for every paid Aquifer course. Users in this role can:

  • Access all course, case, and student reports for Aquifer courses and custom courses for which they are invited to
  • Access the searchable Case Library to easily sort and filter cases and quickly view case synopses and learning objectives
  • View ungated case content—with the ability to see answers to embedded assessments, advance through a case, and access the case summary at the end of a case without having to click through each card or complete each answer as a student needs to.

Note: Course managers cannot create custom courses, but they can view reports for them if invited.

Teachers (preceptors, didactic instructors, etc.) have ungated access to Aquifer courses, meaning they can view the student cases, the answers to embedded assessments, and the case summary without having to click through each card in a case content or custom courses to which they are invited. Teachers can view all the Aquifer courses your program subscribes to. Additionally, if they are assigned to a custom course they can view that content as well. Teachers do not have access to view reporting. There is no limit to the number of Teachers that a program may add to the system. Teachers can:

  • Access the searchable Case Library to easily sort and filter cases and quickly view case synopses and learning objectives
  • View ungated case content—with the ability to see answers to embedded assessments, advance through a case, and access the case summary at the end of a case without having to click through each card or complete each answer as required in the student role

The IT Administrator serves a supportive role, helping to whitelist your program’s specific domain to ensure users receive automated email messages and addressing firewall or other implementation issues as needed to facilitate access. New programs initially have permission to add one IT Administrative user. This is a required role. Users in this role can:

  • Reset user passwords
  • Verify user permissions
  • Resend email invitations to administrative and student users
  • View all administrative and student users

The Student Roster Manager is an optional role that can upload and manage student rosters for your program. Depending on how you chose to manage your subscription, the Program Service Administrator or Curriculum Administrator may upload student rosters, or you may assign it this role to a separate Student Roster Manager, perhaps in the Registrar’s Office. New programs initially have permission to add one Student Roster Manager user. Users in this role can:

  • Upload student rosters
  • Manage (add, remove, or edit) all student users
  • Schedule and re-send student email invitations
  • View program level reports on course and case usage

The exam proctor is the individual who supervises students using Aquifer Exams. This person can be any qualified individual who the clerkship approves to supervise test-taking students. The exam proctor is not a specific role within Aqueduct.
For Internal Medicine Key Features Exams:

This individual has the responsibility of:

  • Starting the exam for each student utilizing the exam proctor dashboard
  • Pausing the exam utilizing the exam proctor dashboard, if necessary
  • Communicating with Aquifer’s exam support stuff if any issues arise during the exam