Lesson 3 of 19
Manage people and access
Check who can open, edit or review your organisation’s work. Keep organisation membership separate from responsibility for a particular use case.
This lesson concerns artificial intelligence (AI) governance: how your organisation assigns responsibility, checks AI use and records decisions and follow-up. AI Governance keeps these records; it does not operate the external AI tool for you.
At the end of this lesson
- Distinguish organisation roles from use-case assignments.
- Explain editor and reviewer rights.
- Identify reassignment and continuity checks before removal.
Before you begin
This lesson is for administrators, use-case owners and reviewers. You can read and complete the paper activity without an account.
For optional workplace practice, use an existing workspace. An administrator manages membership and assignments. Reading an assessment needs the relevant use-case access; editing also needs the current editor assignment. If access is blocked, record your proposed response in your notes and ask the responsible administrator to check access.
Key ideas
Organisation roles are Administrator and Member. Use-case assignments are Accountable owner, Contributor and Reviewer. Business job titles and activity responsibilities do not grant application access.
Follow these steps
1. Identify the workspace
Open the intended organisation and use case. Check the person’s identity before considering any access change.
Check the result: The intended organisation, person and task are clear.
2. Separate the two role systems
In Members and access, review organisation membership. Review use-case assignments separately; a business job title grants neither.
Check the result: You can distinguish an organisation administrator or member from an accountable owner, contributor or reviewer.
3. Check assessment editing rights
An accountable owner or contributor needs the current assessment-editor assignment to edit the assessment. A reviewer can read it. Administrator status alone does not confer editing rights.
Check the result: The proposed work fits the person’s actual saved rights. Ask an administrator to resolve an assignment gap.
4. Inspect removal impact
An administrator uses Review removal for a member. Read the impact preview before confirming anything. Paper practice stops at explaining this step.
Check the result: Unfinished responsibility and other blockers are visible before access changes.
5. Resolve continuity
Use the supported reassignment controls to move outstanding responsibility. Retain an active administrator. Do not promise that the member-removal control can remove the final administrator.
Check the result: Work has an appropriate successor and unresolved blockers prevent confirmation.
6. Check the result
After an authorised change, reopen membership and assignments. Historical records remain attributable. Ask the relevant external administrator to handle AI-tool and document access separately.
Check the result: The saved access state matches the intended change without claiming external permissions changed.
Practise
Paper activity — fictional information
'A reviewer must inspect an assessment but must not edit it. A departing colleague owns unfinished work and is the only administrator.' Write the reviewer's assignment and the two issues to resolve before removal.
Write your response in your own notes before opening the answer. You do not need to sign in, change records or run an assessment.
Check your understanding
Does the job title "team manager" automatically grant organisation administration?
Check your answer
No. Application rights follow the saved organisation role and use-case assignment. Reassign unfinished work and retain another active administrator before removal. Reread Key ideas if a job title was used as permission.
For the activity, assign Reviewer for read-only assessment review. Arrange another active administrator and reassign unfinished work before considering the departure. This is a proposed access plan, not an instruction to remove anyone during learning.
Check your work
- Separate the two role systems.
- Select review-only responsibility correctly.
- Describe continuity and reassignment without erasing history.
Continue learning
Optional worked examples
Sources
These National AI Centre resources inform the lesson. This course does not imply Australian Government endorsement.