KHEDS Account Creation and Maintenance URL: www.kansasregents.org The KBOR website has both a public and private section. Aggregate reports appropriate for public viewing can be found on the website without a login. Student specific reports or data submission options require the user to be granted access from the KBOR Data, Research and Planning Unit. Individuals requesting access for the first time will need to use these procedures. Definition of Account Terms User ID All new accounts are required to be at least eight characters long. This ID cannot contain any spaces and is not case sensitive. Password This must be at least eight characters in length and must contain at least one numeric value and one special character (such as &, #, or %). The password will expire every 90 days. Password Hint Any statement the user wishes to enter that will remind the user of the password. When a password is forgotten, the password hint will be emailed to the user at the address tied to the account in the DRP database. Title The user s job title at the institution. Secret Question The question asked when an account is frozen. Accounts are frozen after three unsuccessful login attempts. In order to defrost the account, users need to correctly answer the secret question. Secret Answer User supplied answer to the secret question. Access Levels Read, Write, or Lock. Read Allows user to read student level data but the user cannot modify data. Write Allows user to read student level data and add or modify data. Lock Allows user read and write access but also gives the user the responsibility to lock the data. Locking data means the institution has completed the data submission and gives KBOR permission to use the data.
How to navigate to the login area of the website: To get to the DRP login area, select Documents and Data from the links in the blue banner at the top of the page at www.kansasregents.org. From there, select the Data, Research and Planning link to the page pictured below. Select Click Here in the lower right portion of the screen. From this page, users can apply for a new account or login.
Steps to Apply for a New KBOR Account Please note: Do not use this option if you already have an account and just need to modify your access levels or project access. If you need to modify access, use the update account section. Step 1 Click on the login link on the DRP Home Page. Then click on the Apply for a New Account link. Step 2 You will be asked to agree to the usage policy. Click on I agree to continue. Step 3 Enter user information. Refer to descriptions of these fields in either the on line help or the outline that appears at the beginning of the account creation and maintenance section of this manual. If
everything is entered properly, you will receive an alert screen saying the application is being processed. Notification of a new account application routes through IRHelp@ksbor.org. Upon receipt, DRP staff will review the application and forward it to the staff member of the institution with the next to highest level of access (below President) in that project. (For example, if an application is made for Write access to the KHEDS project for Allen County Community College, DRP staff will forward that application to the staff member with Lock access to the KHEDS project at Allen County Community College.) If and when the access is approved by the institution, the account is created. If the employee at the institution with the highest level of access is in an inactive status, account access verification can be sent to the President or Chief Academic Officer of the institution. Step 4 You will receive an email when your account has been setup and you are ready to login.
Navigating Among Data Collection Projects *At login, users will be taken to data collection last utilized. If the last login was several months earlier, remember to change the data collection project in order to find the forms and data submission needed for other collections. In order to change the data collection project, hover over the Data Collections link in the blue banner of the page and select the desired collection. ***Each collection has tabs specific to that project for information, data submission, and reporting as they apply.
To change the collection period and the year of the collection, you will need to go into your profile. Once you are on the profile page, you can change the collection a period and the year to the one you need to work on. In the picture above, it shows you that we are in the KHEDS Data Collection, and the Period is Academic Year and the Year is 2014. KHEDS Submission Certification Access Required In order to certify data in the DRP system, users must have Lock access. Instructions are located in this document regarding how to set up a new account or change access to an existing account; please refer to those instructions for that information. When requesting this level of access, please be sure to specify in the Reason for Account comment area to use the term Presidential Certification or Chief Academic Officer Certification as appropriate so the proper access is pursued.
Data Certification Process To certify data that has been submitted to KBOR, follow the instructions in this document to navigate to the desired data collection and select the Data Certification tab within that collection and follow the prompts to certify the data.
Changing an Expired Password For security purposes a user s password will expire every 60 days. When a user tries to log into the system after the password has expired, they will be asked to change the password and password hint question. Step 1 Navigate to the login area and enter your current user ID and password. Step 2 If the password is expired you will automatically be routed to the Change Password and prompted to enter a new password and password hint question. Step 3 Once the new password has been entered, a message will appear to say the password has been changed and you can now enter the website. Click on the Cancel button to be returned to the login page and login with a new password.
Steps when Password or User ID is Forgotten Step 1 Click on the login link on the DRP Home Page. Select the Forgot User ID / Password? link. Step 2 Enter your email address. It must be the same email address associated with the account in the system. Step 3 The password hint and user ID will be sent to the email address associated to the account in the DRP system. The password hint is just meant to remind the user what the password is; if the hint is sufficient, navigate back to the login link and login. If the hint does not assist in password recovery, contact IRHelp@ksbor.org for a password reset. Unlock Account User accounts are locked after three login attempts with an incorrect user ID and/or password. In order to unlock an account, users can take the following steps: Step 1 After the account has been locked, the user will be sent an email to the address associated with the account. The email will indicate that the account is locked. It will also provide a URL that will ask the user for an answer to the user s secret question. The URL can only be used once and will be invalid upon subsequent attempts. Step 2 If the user inputs a correct answer, the account will be unlocked and user will be redirected to change password page. Step 3 If the user inputs a wrong answer, the account will be frozen. Once an account is frozen, the user needs to contact IRHelp to defrost the account. Account Password Changes
For security purposes a user s password will expire every 60 days. When a user tries to log into the system after the password has expired, they will be asked to change the password and password hint question. Updating Accounts If a user wants to update an email address, phone number, any personal information or access to projects, it can be done through the website by taking the following steps: 1. Log into the KHEDS system. 2. Click on Change Profile. 3. On the right the user will see the options to update the account. 4. Click on the link to update account information. Enter the new account information (email, contact information). 5. At the bottom of account information page the user will see a link to change access. The user can click on the Request Change to Access button then apply for the desired changes. The request will go through IRHelp for review and approval just as a new account application does.
HELP DESK INFORMATION The help desk is available to assist you with any database related question. Please email all questions to irhelp@ksbor.org. For your convenience, there is an email link to this address on the general information tab of each project on the website. IRHelp email is the recommended method of contact. Your question will be routed to the appropriate staff member and responded to as quickly as possible. If the appropriate staff member is unavailable, another team member may be able to assist you, or at least notify you that there may be a delay in response. If you prefer to discuss an issue via telephone, it is recommended that you send an email to IRHelp requesting a phone response. This will allow IR staff to serve you in the timeliest manner. Email: irhelp@ksbor.org Website: http://data.kansasregents.org