The short version
Protection in ALMS rests on four things: your institution's records are kept separate from every other college's, access is decided by role, activity is recorded, and no automated output stands without a person reviewing it.
Separate by institution
Your records live in your college's own space and are not shared with other institutions on the platform.
Access by role
Every role gets its own view. People see the records their role allows, and nothing beyond it.
Recorded activity
Audit trails and user activity records support security reviews, investigations and accountability.
A person decides
AI output and automated recommendations are drafts. Authorised staff review them before they carry weight.
Your own space
When your institution joins ALMS, it is given a space of its own. Student information, academic history, grades, attendance and financial records are held there, and they are not pooled with or visible to other colleges using the platform.
That space carries your own address and sign-in page, with your crest, name and colours. Beyond the branding, it is the boundary your records sit inside — people sign in to your institution, not to a shared portal that then filters what they see.
Who can see what
Access in ALMS is decided by role rather than by seniority. A role is a defined set of responsibilities and the records needed to carry them out; holding a senior position does not by itself widen what a person can open. Administrators decide who holds which role and can change it at any time.
| Role | Sees and manages |
|---|---|
| Administrator | User accounts, permissions, configuration, security, data governance, monitoring, backups and compliance. |
| Academic Dean | Programmes, curriculum, courses, faculty assignments, academic standards, examinations, grading policies and performance. |
| Registrar | Official student information — admissions, registration, enrolment, academic history, documentation and transcripts. |
| Mission Director | Institutional mission, strategic initiatives and organisational communication. |
| Chaplain | Chapel, spiritual formation, pastoral communication and student engagement, with appropriate confidentiality. |
| Dean of Students | Student welfare, discipline, activities, support services, behavioural records and student-life communication. |
| Finance Officer | Fees, payments, receipts, scholarships, outstanding balances, financial records and reporting. |
| Faculty | Their assigned courses, learning resources, classes, attendance, assignments, assessment, grading and student feedback. |
| Student Officer | Student administration, communication, activities and assigned record-management duties. |
| Student | Their own courses, assignments, attendance, results, fees and personal information. |
The policy framework sets out each role's responsibilities in full, including the confidentiality expected of the roles that handle pastoral, disciplinary and financial records.
Accounts and credentials
Most breaches of a system like this one begin with a shared or careless password rather than an attack on the platform. Every person using ALMS is expected to safeguard their own login credentials, protect confidential information, and use only the functions their role authorises.
Sharing credentials is treated as a policy violation, not a convenience. So is accessing information you are not authorised to see, altering records improperly, or making unauthorised changes to the system. Where a role changes — someone leaves, or moves department — an administrator adjusts or removes their access rather than letting an old account stand.
Audit trails
ALMS may retain audit trails and user activity records. These exist so that questions about what happened to a record have an answer: they support security reviews, investigations, accountability and compliance with institutional requirements.
Oversight of AI output
ALMS includes AI tools for question papers, answer keys, academic analytics, plagiarism checks and assignment analysis. Everything they produce is a draft. AI-generated information, automated recommendations, analytics and other system-generated output must be reviewed by authorised personnel before it is relied on.
This is a standing rule of the platform rather than a configurable setting. ALMS supports the people making academic and administrative decisions; it does not replace their professional judgment, institutional authority or accountability. Faculty are expected to review and validate AI-assisted material before using it academically, and where your institution restricts AI use, students must not submit AI-produced work as their own.
Who is responsible for what
Security here is shared. The platform provides the boundaries and the controls; your institution decides how they are used.
ALMS provides
- A separate space for your institution's records
- Role-based views and permissions
- Audit trails and activity records
- Hosting, updates and maintenance under your subscription
- Review requirements on every AI-generated output
Your institution decides
- Who holds which role, and when it changes
- Which staff may review and approve AI output
- Your rules on academic integrity and AI use
- How violations are investigated and handled
- Data retention and governance under your own policy
Reporting a concern
If you think an account has been compromised, a record has been altered improperly, or someone is seeing information their role should not reach, tell your administrator first — they can suspend or adjust access immediately. Then write to the team so it can be looked at from the platform side.
Email iriswebxsupport@gmail.com or call 8921951044. Describe what you saw and when; please do not include passwords in the message.