Giving Your CBO Partners the Right Access

Overview

This article is for school administrators with the Manage Grants permission who need to set up or update Student Access Grants for community-based organization (CBO) partners. It covers the scope options available, how to create a grant, how to match grants to your data-sharing agreements, and how to revoke access.

For more information on Student Access Grants, see this article.

TABLE OF CONTENTS

• Overview
• Before You Begin
• Understanding Scope Options
• Creating a Grant for a CBO Partner
• Matching Grants to Your Data-Sharing Agreement
• Revoking a Grant

Before You Begin

Overgrad has enabled the Student Access Grants feature for your account and assigned the Manage Grants permission to your school's point of contact. Only that person can create, edit, or revoke grants. If you need a change to who holds this permission, email support@overgrad.com.

Understanding Scope Options

When creating a grant, you choose how much of your student data the CBO partner can see.

Full School

Grants access to all students at the assigned school(s). Use this only for whole-student-body agreements.

Filtered Subset

Limits access to exactly the students covered by your agreement. You can filter by:

• Custom field — a specific program or cohort
• Grade level(s) — K–12 or alumni
• Own students onlyFilters can be combined — for example, grades 11–12 enrolled in a Dual Enrollment program.

Time-Limited Access

You can set a start and/or end date on any grant:

• Valid From — access begins on this date
• Expires At — access ends automatically; best for semester- or contract-based agreements

If no end date is set, access stays active until you revoke it. Set an expiration date whenever your data-sharing agreement has a defined end.

Creating a Grant for a CBO Partner

1. Go to Profile Name → Student Access Grants, then click + Create Grant.
2. Search for and select the CBO partner's educator account.
3. Choose the school(s) the grant covers.
4. Select the scope: Full School or Filtered Subset. Leave it unchecked for full school access.
5. Add grade-level or custom-field filters to match what your agreement covers.
6. Set a start date and/or expiration date for time-limited access.
7. Click Create Grant. Access takes effect immediately, or on the Valid From date if you set one.

Matching Grants to Your Data-Sharing Agreement

Match every grant to the specific agreement you have with each partner — they should see exactly the students the agreement covers, no more and no less.

Revoking a Grant

You can revoke any grant at any time from the Student Access Grants page. The record is retained for your audit trail and can be restored later if access needs to be reinstated.