Registration on the Calira online portal and use of Calira as a device administrator or user is voluntary for all UDE employees. By using Calira, you are entering into a private law contract.

Please note the special rights and role model of the UDE.

The role and rights concept implemented in Calira is restricted by the organisational assignment of roles within the UDE and the UDE's internal definition of their tasks. The highest-ranking administrator role at the UDE (super admin) is assigned to the Centre for Information and Media Services (ZIM). The super admin's primary task is to set up and delete lab accounts for device administrators in the participating working groups and device centres.

Calira's inherent role and rights concept is strictly hierarchical. The roles and rights cannot be customised, or only to a very limited extent. The highest-ranking administrator role at the UDE, the super admin, has, in addition to other rights, all the rights of administrators at all lower levels. This basic approach continues accordingly in the hierarchy down to the lowest level. The Calira role and rights concept at UDE is adapted by assigning roles within UDE and imposing internal organisational restrictions on tasks, see Table 1. The respective rights may only be exercised to perform the assigned tasks. All administrators (super admins, device administrators) and users are informed about this limited exercise of rights for the tasks assigned to them. The optional department level in Calira is not set up at the UDE. The device level in Calira is managed by the respective device administrators.

The focus is on the interface between the device administrators and the users. Device administrators are responsible for the operation of the respective device and/or are themselves frequent, regular users of the respective device. Within Calira, the equipment supervisors are responsible in particular for administering user rights. This includes the assignment of user profiles, whereby the instructor's user profile available in Calira is not used at the UDE. Each equipment supervisor assumes the role of a lab administrator in Calira and receives their own exclusive lab account. The lab account is used to manage the devices directly supervised by the device supervisor, not to manage labs. With the mutual consent of the device supervisors, a working group/device centre can also set up a comprehensive, central lab account, which can be used, for example, to process data for billing usage costs. Users are employees in various working groups and institutions at the UDE and in external institutions who commission scientific work on a device (service operation) or carry out corresponding work on a device themselves (application operation).

Additional aspects arising from the use of Calira with regard to occupational safety must be organised and implemented by the respective working group/device centre.

Level 1: Super admin, ZIM (UDE)

Rights

• Set up and delete a lab account for each equipment manager of a participating working group/equipment centre
• Note: The optional department level in CM is not set up at UDE.

Tasks

• Setting up and deleting lab accounts
• Managing user licences; communicating the number of currently used or still available user licences to the department / the Vice-Rectorate for Research and Young Academics
• Coordination between Clustermarket and the equipment supervisors in the event of user requests for data deletion

Level 2: Equipment managers, working groups/equipment centres (UDE)

Rights

• Can add equipment to the laboratory account or delete it from the laboratory account
• Enter, change and delete the equipment and contact information associated with the respective account of the equipment manager
• Activate, manage and block the associated booking calendar to set booking options; in principle, access can be set so that the booking calendar i) is not visible or ii) is only visible to those who use the respective equipment themselves
• Viewing the booking calendar, booking device times, changing and deleting entries in the booking calendar; deletion is only possible for entries that are in the future, not for entries that are in the past
• Managing user rights and assigning user profiles so that users can view the booking calendar and book device times; Three user profiles are possible: researcher, student, guest. Note: the instructor user profile is not used at UDE.
• Communication with users via CM/email
• Downloading entries in the booking calendars as Excel files
• Activation, management and deactivation of the maintenance tool
• Creation and management of projects
• All user rights at the user level

Tasks

• Adding and deleting devices in the lab account
• Entering device and contact information in CM
• Activating and managing the booking calendar (optional)
• Assigning, managing and deleting user profiles (optional)
• Downloading and processing entries in the booking calendar for billing purposes, for managing contact lists and for determining the anonymised, average device utilisation for internal purposes (optional)
• Creating, managing and deleting projects (optional)
• Activating, managing and deactivating the maintenance tool (optional)
• Searching for and booking devices in CM

Level 3: Users, working groups/device centres (UDE, external institutions)

Rights

• Search for devices within CM
• Book device times in the booking calendar of a device for which the user has been activated by the respective device administrator by creating a user profile
• Access to device and user information and entries in the booking calendar for which the user has been authorised by the respective device administrator, depending on the user profile:

Researcher

• For example, employees, supervised students within the working group/equipment centre in which the device is operated
• Access to the device/user list of the working group/equipment centre and to the entries in the booking calendar, including all names and contact information

Student

• For example, employees and students from other working groups/equipment centres at the UDE
• Access to the equipment and user list of the working group/core facility and the entries in the booking calendar, including all names but no access to contact information

Guest

• For example, users from external institutions
• Have access to the equipment list of the working group/core facility and already booked time slots in the booking calendar, but without names and contact information

Tasks

• Search for equipment in CM
• Book equipment times in booking calendars, after approval by the equipment supervisor