Security: Account Maintenance User Guide v

TABLE OF CONTENTS Overview... 3 Staff Type... 3 New Staff Type...3 New Certification Type...4 Staff Records... 4 Excel Export...4 New Staff...5 Staff Photos...5 Copy Staff to Another Building...7 Inactive Staff...8 Staff Contact List... 9 Staff Contact List Report...9 User Accounts... 10 New User Account... 11 Edit User Account... 12 Lock/Unlock Account... 12 Reset Password... 12 Proxy Login... 13 Manage Individual User Accounts... 13 Copy Group Assignments... 14 Move Credentials... 14 Link Accounts... 15 Mass Update User Accounts... 16 Security Groups... 18 Edit Group Permissions... 19 Special Permissions... 20 New Security Group... 21 Copy Group... 21 Edit Group Users... 22 Group Password Expiration... 23 Multi User Group... 24 Cross Building Assignments... 24 Cross Building Assignments and Teacher Selection... 26 Account Security Reports... 26 User Security Information... 27 Access Log... 27 IEP Log... 27 RTI Log... 28 System Log... 28 Access Rights by Menu/Module... 29 eschooldata, LLC Copyright 2002-2018 2

Overview The esd Security Module allows appointed personnel within the district to customize the permissions of district and building users at a granular level. This manual will provide information on the many features within the Account Security Module, such as creating and maintaining Staff Types, Staff Records and User Accounts; creating, editing and duplicating Security Groups; creating Multi-User Groups and Cross-Building Assignments; and various Account Security Reports. Staff Type Users can create and manage Staff Types and Certification Types. When new Staff Types and Certification Types are created, they are available district-wide, regardless of which building is selected at the time of their creation, and are immediately available as options in the Staff Record screen. Go to System > Staff > Staff Type. The system automatically displays all existing Staff Types. To view all existing Certifications, select Certification from the drop-down menu and click Search. To narrow the search results, enter search terms in the Select Type field, select Staff or Certification from the menu, then click Search. Users can Edit or Delete existing Staff Types and Certifications. The material presented in this guide assumes the user has a basic familiarity with the esd System. For information on how to access the system or perform basic user functions, please refer to the Getting Started User Guide. The grey Delete icon indicates that the Staff Type or Certification Type is tied to a Staff record and cannot be deleted. New Staff Type Select Staff from the drop-down menu, then click New to create a Staff Type. Enter the Staff Type name. Check Is Supervisor if this staff type is to be designated as a supervisor, then click Save. Users who are assigned a Staff Type that is flagged Is Supervisor will appear on the Supervisor list in the Staff records. eschooldata, LLC Copyright 2002-2018 3

New Certification Type Select Certification from the drop down menu, then click New to create a Certification Type. Enter the Certification Type name, then click Save. Staff Records During the implementation process the majority of staff will be imported into esd. However, all new staff members will need to be added manually by the district. Go to System > Staff > Staff. The system displays all active Staff associated with the selected building. Use the Search criteria to narrow the results and/or check Show Inactive to view the inactive Staff records, then click Search. Users can View, Edit and Delete existing staff records, and open Today s Schedule for the associated Staff member. Click the Excel icon to export the staff list to Excel. Click New to add a new staff record. Excel Export Below is a sample of the Staff List Excel Export. The Staff Information page displays either Active staff only or Inactive staff only. Staff records without a Delete icon indicate that the record cannot be deleted. The staff member might be: a Teacher with a current class; defined as an Offender OR Victim OR Referrer in a discipline incident; identified in the Administered By field within a Health Daily Log, Health Screening, or Medication Log; identified in the Person Supervising Student field within a Health Incident Report. eschooldata, LLC Copyright 2002-2018 4

New Staff From the School drop down menu, select the building to which the new staff member should have access, then click New to add a new staff record. Enter the Staff member s First and Last Name, then select their Gender. Districts can create GURU Rules to automatically populate Integration ID values for new staff. For more information about GURU Rules, see the GURU Data Rules Setup User Guide. If needed, click to select a Supervisor for the staff member (selected name will be highlighted). Double click the applicable Staff Type(s) and Certifications to be assigned (assigned Staff Types/Certifications will move to the right). Address Information and Phone default to the school building address and phone, and can be changed if the district captures individual staff address information. Contract Information is used for scheduling purposes. For further information, see the Scheduling Setup User Guide. Click Save when the staff record is complete. Staff records created at the district level will automatically have access to ALL schools once their user account is created. Staff members who need access to multiple (but NOT all) buildings should have identical staff records created in EACH building to which they need access. See Copy Staff on page 7, and Cross Building Assignments on page 24, for further information. Quotation marks (") are NOT permitted in Staff Name fields (First Name, Middle Name, Last Name). The Itinerant field defaults to No. Check Yes if the teacher is not employed by the district but will be included in state reporting as the teacher of record for a course. Staff Types: Teacher and Counselor are the two most important staff types, and should be included on EACH applicable staff record. These two Staff Types drive multiple dropdown menus throughout the system. The State ID and Date of Hire fields are needed for all staff assigned a Staff Type that is included in state reporting extracts. eschooldata, LLC Copyright 2002-2018 5

Staff Photos Staff Photos are imported into esd as part of the initial migration process, when available. Schools can upload photos for new staff or update individual staff photos from the Staff record. Go to System > Staff > Staff. Search for the staff and Edit their Staff record. If the staff does not have a photo, or needs their photo updated, click Upload Photo. NOTE: The following steps should be followed only if photos are being uploaded for a single staff member or a small group of staff. When staff photos need to be updated for an entire school, the eschooldata Client Import Tool can be used to upload staff photos en masse. Click Browse (or Choose File) to locate the photo to be uploaded. Select the photo, then click Upload. Once the photo has been uploaded, it will immediately appear on the staff record. Click Upload Photo to add another image to the staff record, or Delete to remove the displayed photo. If multiple photos have been uploaded, use the Photo menu above the staff photo to select which image to display. Some school photographers will provide districts with electronic files of staff photographs. These image files can be uploaded into the esd System when they are in the appropriate format. Please refer to the Client Import Tool User Guide for further information, or contact your esd Support Representative. eschooldata, LLC Copyright 2002-2018 6

Copy Staff to Another Building Edit the staff member, and click Copy to copy the staff member to another building. The Copy Staff page populates with the existing record s information. Select the applicable School to which the new record should be associated. Make any other needed changes to the record, and click Save. Important: The School menu will be available ONLY if the user is a district level user or has School Selection. If the School is changed, the Homeroom, Class Room and Supervisor lists repopulate with the applicable information. The Save will not be allowed if there is a nondeleted staff/people record matching the First Name, Last Name and selected School. Once the new record is saved, a User Account must be created in the applicable building for the new record. For more information, see User Accounts on page 10. eschooldata, LLC Copyright 2002-2018 7

Inactive Staff Staff members are set as active by default when a new staff record is created. BEFORE inactivating a staff record, always Lock the associated User Account (System > Administration > User Maintenance) to prevent the user from accessing the system. Edit the staff member and check Inactive Staff to mark the staff member as Inactive. Click Save when finished. If the User is cross building assigned, or is assigned to class meeting time(s), the Inactive check box will be disabled. Users will not be able to deactivate the staff record until the link under Cross Building assignment, or the association to the class meeting time, is removed. To return the staff member to an active status, Edit the staff member, uncheck Inactive Staff and Save the change, then Unlock the associated User Account. Inactive Staff members do not appear in the Staff drop-down menus. IMPORTANT: Inactive Staff members will NOT be included in the State Report extracts. When teachers leave during the school year, remove the Staff Type: Teacher designation from the staff record (this removes the Staff member from menus) and disable the user account, but do NOT inactivate the Staff record until after the State Reports have been extracted. eschooldata, LLC Copyright 2002-2018 8

Staff Contact List Users can view, print and export to Excel the list of staff contacts, for active or inactive staff. Go to System > Staff > Contact List. The list defaults to all Active staff. Use the Search filter then click Search to narrow the list, or check Show Inactive to view the Inactive Staff contacts. Click the Excel icon to export the displayed list to Excel. Click Print Report With Photos to print the displayed list (see below for sample printout). To make changes to the displayed contact data, go to System > Staff > Staff and Edit the applicable Staff record. Staff Contact List Report The printout of the Staff Contact List matches the displayed Search results. For information about the report toolbar, see the Navigating Administrative Reports section of the Administrative Reports User Guide. eschooldata, LLC Copyright 2002-2018 9

User Accounts Once a staff record is created, a User Account will need to be assigned to the record to give the staff member login access to esd. Security Permissions are then assigned to the User Account to control access to the different areas of esd. Go to System > Administration > User Maintenance. The system displays the existing User Accounts for the selected building (the Staff Name, associated User ID, Last Logon, Staff ID, and Password Expiration date). Use the Search filter to narrow the displayed Result, then click Search. Click New to create a new User Account. Click the Printer icon to print the Menu and Module Permissions associated with the User Account, or click the Excel icon to export those Permissions to Excel. System Administrators can Edit, Lock / Unlock, or Delete existing User Accounts. Click the Reset Password icon to reset the account password. Click the Manage icon to manage User Account settings. Click the Proxy Login icon to login to esd under the corresponding User Account. Click the Mass Update User Account icon to update User Account settings en masse. User accounts for Inactive Staff members are NOT displayed. Important: Visibility of Edit, Lock/ Unlock, Reset Password, and Manage icons (when permissions are assigned) is also dependent on assigned user group hierarchy, as listed below: 1. esdadmin group: itself and all below groups users. 2. BOCES Support group: itself and all below groups users. 3. District Admin group: itself and all below groups users. 4. Building Admin group: itself and all below groups users. 5. All other groups: itself only. eschooldata, LLC Copyright 2002-2018 10

New User Account Click New to create a new User Account. Select the Staff Name and enter a User ID and User Password. Enter the User Password in the Confirm Password field as well. If an Email Address is entered, a system-generated message will be sent notifying the staff member that their User ID has been created. Check Change Password on First Logon to prompt the user to change their password when logging in for the first time. Check School Selection to allow the user access to ALL the schools on the school drop-down menu. Under Enforce Password Expiration, select Enabled or Disabled (default). If Password Expiration is Enabled, select the expiration option: By Date (select the specific Date) or By Days (select the frequency of expiration). Under Group Assignment, click the Security Group(s) to which the New User should be assigned. Once all of the information has been entered, click Save. User IDs are 50 characters maximum. Once assigned, User IDs can be edited only by System Administrators. Use Cross Building Assignment (see page 24) instead of School Selection for users who need access to some, but NOT all, buildings. When staff change their password using My Page > Preferences > Change Password, their By Days counter is reset to start a new countdown. Password Expiration rules can also be set for selected Security Groups. For more information, see Group Password Expiration on page 22. Ctrl-click to select multiple Security Groups. eschooldata, LLC Copyright 2002-2018 11

Edit User Account Click the Edit icon to edit an existing User Account. Make the needed changes, then Save. Click to select a Security Group; ctrl-click to select multiple Groups or to deselect a Group. Lock/Unlock Account The green Open Lock icon indicates an unlocked User Account, while the orange Closed Lock icon indicates a locked User Account. Click the Lock icon to lock/unlock the account, then click OK to confirm the action. User Accounts are locked after three (3) unsuccessful login attempts. Reset Password Click the Reset Password icon to change the account password. Enter the new password in the New Password and Confirm Password fields, then click Save. This feature automatically requires account holders to change their password on their next logon. eschooldata, LLC Copyright 2002-2018 12

Proxy Login Click the Proxy Login icon to login to esd under the corresponding User Account, then click Logon As a Proxy User to complete the proxy login process. Manage Individual User Accounts Go to System > Administration > User Maintenance. Users can Copy Group Assignments from one account to another, Move Credentials from one account to another, and Link Accounts. Click the Manage icon next to the applicable User Account. The Manage Account screen displays the Current School Info and any Link Info for the selected user account. Under Destination School Info, select the desired Action. eschooldata, LLC Copyright 2002-2018 13

Copy Group Assignments To copy Group Assignments from one user account to another, first select the School associated to the destination user account. Next select the Staff to which the Group Assignments will be copied. The screen will refresh to display the destination Staff s account information and currently assigned Groups. The Groups Available field lists the source account s Groups which match Groups in the destination school (all available groups are selected by default). Click to select the Group(s) to be copied, then click Copy Group Assignments. If a User ID does not exist for the destination staff member, then one will be system generated. Contact your esd Support Team for the district default password. Ctrl-click to select multiple Groups. Move Credentials To move user account credentials from one staff member to another, first select the School associated to the destination staff member. A red warning will list any Groups that do not match the destination school s Groups. These Groups cannot be assigned to the user. Next select the Staff member to which the Account Credentials will be moved. eschooldata, LLC Copyright 2002-2018 14

The screen will refresh to display the destination Staff s information. The Groups Available field lists the source account s Groups which match Groups in the destination school (all Groups are selected by default). Click the Security Group(s) to be moved, then click Move Credentials. Use extreme caution: the Account Credentials (User Name, Password) will be REMOVED from the source staff member, and will REPLACE any credentials associated to the destination staff member. Any Security Groups previously associated to the destination staff member will be retained and the selected Security Groups will be added. Ctrl-click to select multiple Groups. A red warning will list any Groups that do not match the destination school s Groups. These Groups cannot be assigned to the user. Link Accounts To link accounts, first select the School associated to the destination staff member. Next select the Staff member whose Account will be linked to the source staff member. If a User ID does not exist in the destination building then one will be system generated, and assigned the same password as the source User ID. The Staff Names do NOT have to match in order for the accounts to be linked, which differs from the Cross Building Assignments link process (see page 24). eschooldata, LLC Copyright 2002-2018 15

The screen will refresh to display the destination Staff member s information and assigned Groups. The Groups Available field lists the source staff member s Groups which match Groups in the destination school (all groups selected by default). Click the Security Group(s) to be included, then click Link Accounts. Click OK if prompted to confirm the link (when Staff Names do not match). Ctrl-click to select multiple Groups. A red warning will list any Groups that do not match the destination school s Groups. These Groups cannot be assigned to the user. The source account User ID will be the Staff member s login ID for the linked accounts. Mass Update User Accounts Go to System > Adminstration > User Maintenance and click the Mass Update User Accounts icon to update staff passwords and enforce password expirations en masse. eschooldata, LLC Copyright 2002-2018 16

The Mass Update User Accounts page displays the password update options. The Available Accounts field displays by default all user accounts within the selected building. Use the Groups menu to narrow the Search results. The Available Accounts are listed in alphabetical order by user account, followed by the staff member s Last Name, First Name in parentheses. Double click a User Account from the Available Accounts field to move them to the Select Accounts list, or utilize the All arrows to move all staff members in the direction indicated. Once all desired user accounts have been selected, use the Update Passwords section to massupdate account passwords, password expiration, or both. Enter a new User Password, and enter it again in the Confirm Password field. Click the Change Password on First Logon checkbox to force a password change upon the first logon after these changes have been saved (default is unchecked). Leave the User Password and Confirm Password fields empty to change only the password expiration. The Enforce Password Expiration checkbox is checked by default. Select the expiration option: By Date (click the Calendar icon to select the specific Date) or By Days (select the frequency of expiration; every 7 Days, 30 Days, 60 Days or 90 Days). Uncheck Enforce Password Expiration to change only the account passwords. Click Save when finished. Click Cancel to close the Mass Update User Accounts screen without saving any changes. The User Password must be between 8-12 characters and contain at least one number or special character. Enter the identical password in the Confirm Password field. An error message will be generated if these requirements are not met. eschooldata, LLC Copyright 2002-2018 17

Once password expirations have been updated, the User Maintenance screen will display the Password Expiration date for the updated staff accounts, regardless of whether the password expiration was set By Date or By Days. Password Expiration updates made via Mass Update User Accounts will also be reflected on the User Security Information screen (see page 27). When staff change their password using My Page > Preferences > Change Password, their By Days counter is reset to start a new countdown, and the new Password Expiration date will be shown here. Security Groups esd allows System Administrators to control users access permissions through assignments to Security Groups. Each district s database comes with a fully-customizable set of default Security Groups, which are based on typical job assignments (Attendance, Discipline, Health, Teacher Elementary/Secondary, etc.). Administrators can modify these Security Group Permissions, as well as create new Security Groups with specific Permissions based on the district s needs. To facilitate uniformity of group permissions between buildings, eschooldata strongly recommends that Security Groups be created and/or edited at the district level, then copied to each building s Security Group list as needed. When a new permission is added to the security tree, the default group District Admin is the ONLY group that will have the new permission automatically selected. ALL other groups, both default and customized, must be manually updated to include the new permission as needed. For more information on the default Security Groups, see the Security Permissions Implementation User Guide. For further information, see Copy Group on page 20. eschooldata, LLC Copyright 2002-2018 18

Go to System > Administration > Group Maintenance. The system automatically displays a list of groups assigned to the selected building. To narrow the list, enter a Group Name (all or part) then click Search. Click New to create a new Security Group, or click Copy to copy selected Security Group(s) from the district level to selected buildings. System administrators can Edit Group Permissions, Edit Group Users, and Delete Security Groups. Click the Printer icon to print the group s Menu and Module Permissions. Click the Edit Group Password Expiration icon selected groups. to edit password expiration rules for the See New Security Group and/or Copy Group, both on page 20. Important: Security Groups CANNOT be deleted while users are assigned to the group. See Group Password Expiration on page 22. The Copy button is only available at the district level. Edit Group Permissions Click the Edit Group Permissions icon the Group Name and Permissions. to the left of the applicable Security Group to modify The Edit Group screen is divided into two basic areas: Menu Level Permissions (the Menu options with the Menu Security Tree below) and Module Level Permissions (the Module options with the Module Security Tree below). The Group ID, Create New checkbox, and Group Name are displayed above the Menu/Module Level Permissions. The radio buttons under Menu Level Permissions and Module Level Permissions allow the user to view the Security Tree permissions relevant to the selected Menu/Module. Click the applicable Printer icon to print the Menu/Module Level Permissions. The Create New checkbox allows security administrators to use an existing group as the basis for a new group and add or subtract permissions as needed, instead of starting from scratch. Click the Expand / Collapse icons to expand/collapse the Security Tree. Check/uncheck the Security Tree options to which the Security Group should/should not have access. When finished selecting all applicable Menu and Module Permissions, click Save. While the Menu Level Permissions and Module Level Permissions are assigned independently of one another, they are also related. For example, users need Registration Menu Permissions in order to select the Registration screens. The Registration Module Permissions control what users can do on the selected Registration screens. When Create New is checked, users must change the Group Name before clicking Save. Selected options from one Menu/Module Security Tree are retained when users select another Menu/Module. eschooldata, LLC Copyright 2002-2018 19

Special Permissions A group of Special Permissions is clustered under Module Level Permissions. Below are definitions of the Special Permissions. Super User Capability within the Attendance module that allows a user to lock student attendance after an absence has been reconciled. A user without Super User permission will not be able to override the attendance status that a Super User has updated. Conflict Override Allows the user to override a conflict within a student schedule when adding classes. Seat Cap Override Allows the user to override the Seat Cap number that has been determined at the course record level. Field Trip Admin Allows the user to delete established Field Trips within the Attendance module. XML Admin Allows the user to upload generated Transcript, Report Card and Progress Report XMLs to the Parent Portal. BOCES Specific to BOCES clients, allows the user to link students that are attending BOCES programs in several buildings. B Permissions Specific to BOCES clients, allows the user to enter free text street and city information within the Registration module to accommodate Households living outside the designated district area. Grade Book Super Allows the user to access Grade Entry for all marking periods within a building to accommodate grade changes outside of the Grade Entry Window. Archive User Allows a user to access archived reports within the system. Allow Edit Own Group Allows users to edit the permissions and users in their assigned security group. Allow Edit User Names Allows users to edit the User ID assigned to a staff member on their User Maintenance record. GURU Admin Allows users to administer GURU Boards. eschooldata, LLC Copyright 2002-2018 20

New Security Group Select the District view from the School menu, then click New to create a new Security Group. Creating a new Security Group at the district level does NOT automatically populate the new group in each building s Security Group list. Use the Copy Group function to copy the group to each applicable building. For more information, see Copy Group below. Enter the Group Name. Select the desired Menu(s)/Module(s) and check the applicable Menu/Module Level Permissions in the respective Security Trees. When finished, click Save. Copy Group Security Groups created at the District level can be copied down to specific buildings within the district. Select the District view from the school menu, then click Copy to display the Copy Group screen and choose the group(s) to copy. Any Special Permissions associated with the selected group(s) will be copied as well. Scroll through the User Groups list and check each Security Group to be copied. eschooldata, LLC Copyright 2002-2018 21

Scroll down to the Select Destination Schools list, and check each School to which the selected Security Group(s) should be copied. When finished, click Save. Edit Group Users Select the appropriate building from the school menu, then click the Edit Group Users icon to the left of the applicable Security Group to select User Accounts to be added/removed. The system will display a list of all User Accounts in the selected building. Check/uncheck the User Accounts which should be added to/removed from the Security Group. When finished, click Save. eschooldata, LLC Copyright 2002-2018 22

Group Password Expiration Click the Edit Group Password Expiration icon groups. to edit password expiration rules for selected User Account Password Expiration settings take precedence over Group Password Expiration rules. For information on setting password expiration for an individual User Account, see New User Account on page 11. Double click the Group name(s) in the Available Groups list to copy the Group(s) to the Selected Groups list. Under Enforce Password Expiration, select Enabled or Disabled. If Password Expiration is Enabled, select the expiration option: By Date (select the specific Date) or By Days (select the frequency of expiration). When finished, click Save. Click the All buttons to move ALL Groups into/out of the Selected Groups list. eschooldata, LLC Copyright 2002-2018 23

Multi User Group Go to System > Administration > Multi User Group. Multi User Group allows the System Administrator to quickly assign multiple Users to multiple Security Groups, and to grant additional Permissions to the selected users, if desired. Select the appropriate building from the School menu. Click to select the Users from that building, and the Groups to which they will be assigned. Check any additional Permissions in the Security Tree which will be assigned to the selected Users. When finished, click Assign. Selected Users and Groups move to the right. Users can Expand or Collapse the Permissions Security Tree. Cross Building Assignments Cross Building Assignments allow system administrators to grant a staff member access to multiple buildings within the district using one login. Before a Cross Building Assignment can be created, the staff member must have a Staff Record and User Account in EACH building to which they should have access. A specific logic applies when staff members have Cross Building Assignments but do not have the Teacher Connect Teacher Selection permission in all buildings. For more details, please see Cross Building Assignments and Teacher Selection on page 26. Important: To link User Accounts using Cross Building Assignments, the Staff Name in each building must MATCH EXACTLY. User IDs are unique and must be different in each building. Previously linked Accounts will retain the link after a name has been changed in one (or more) of the linked accounts. To link accounts where the Staff Names do NOT match, see Link Accounts on page 15. eschooldata, LLC Copyright 2002-2018 24

Go to System > Administration> Cross Building Assignments. By default, the system will Show All matching Staff Records and Linked Accounts district-wide, regardless of the building selected in the School menu. Users can select Show Linked / Show UnLinked, or enter a specific Staff Name, then click Search. The Link icon indicates that User Accounts have been linked. Matching and/or Linked User Accounts will be highlighted when the user s mouse scrolls over the accounts. Click a highlighted User Account to view the Link Details. The Link Detail screen allows System Administrators to select which User Accounts to link, and to specify which User ID the staff member will use to login to esd. Check the User Accounts to be linked, then click the radio button to specify which User ID the staff member will use to login. When finished, click Save. The Link Detail screen also allows Administrators to unlink previously linked user Accounts. Caution: Staff members with linked Accounts can only use the specified User ID to log in. Be sure to select the User ID which the staff member is currently using. If a staff member has used multiple User IDs previously, consult the staff member regarding their User ID preference. Staff members will receive an Invalid User ID error message if they try to log in using another linked User ID. eschooldata, LLC Copyright 2002-2018 25

When a Staff member with linked User Accounts logs in using the selected User ID, the School menu lists the buildings to which the linked accounts are associated. Cross Building Assignments and Teacher Selection Users who have cross-building assignments, but do not have the Teacher Selection permission for Teacher Connect in all of their assigned buildings, will see the Teacher Selection menu only in the applicable buildings. Example: John Jones has a cross building assignment for the middle school and high school. John has Teacher Selection permission at the high school. When he launches Teacher Connect (from any HS access point), the Teacher Selection menu populates with all HS teachers. John does not have Teacher Selection permission at the middle school. He launches Teacher Connect for MS teacher Jane Smith from Staff Schedule Report or Staff Schedule View. The Teacher Selection menu is not available, and the view defaults to the selected teacher (Jane Smith). Account Security Reports There are three different Account Security Reports available: User Security Information, Access Logs, and Access Rights by Menu/Module. User Security Information provides a list of all Staff Records in the selected building, including ID Numbers, User Names, School, Staff Type and the Security Groups to which the Staff members are assigned. The Access Log allows System Administrators to monitor when information in esd is accessed. It has two components: the IEP Log and the System Log. The IEP Log provides a record of the IEPs which a user has viewed, along with the dates accessed. The System Log provides a record of the dates and times that a user has logged on to esd. Both Logs are district-wide reports. The Access Rights by Menu/Module lists the pages and functions to which Security Groups and User IDs have access, by the selected building. Use this report to periodically check sensitive security areas, such as the viewing of IEPs, the editing of enrollment records, etc. eschooldata, LLC Copyright 2002-2018 26

User Security Information Go to System > Administration > User Security Information. By default, the system lists the Security Information for all User Accounts in the selected building. Use the Search Criteria (User Name, First Name, Last Name) and/or the Staff Status (Active, Inactive, All) to filter the results, then click Search. Click the Excel icon to export the displayed list to an Excel spreadsheet. At the District level, User Security Information returns all User Accounts in the entire District. User Security Information is alpha by Staff Name, with staff s assigned Group Name(s) listed in alpha order. Access Log Go to System > Administration > Access Log. The system displays the IEP Log by default. Click the RTI Log tab to display the RTI Log, or the System Log tab to display the System Log. All Logs are district-wide logs, regardless of the building selected in the School menu. IEP Log The IEP Log defaults to displaying ALL records of users IEP access. Use the Search Criteria (User Name, Student First/Last Name) and/or Start/End Dates to filter the results, then click Search. Click the Excel icon to export the displayed results to Excel. eschooldata, LLC Copyright 2002-2018 27

RTI Log The RTI Log defaults to displaying ALL records of users RTI access. Use the Search Criteria (User Name, Student First/Last Name) and/or Start/End Dates to filter the results, then click Search. Click the Excel icon to export the displayed results to Excel. System Log The System Log displays all user logon information since the previous System Log archive. Use the Search Criteria (User Name, Proxy User Name), Proxy Users Only checkbox and/or Start/End Dates to filter the results, then click Search. Click the Excel icon to export the displayed results to Excel. The System Log is archived on the first Saturday of every month. If a Start Date is provided that is within the current school year, the system will check for that date in both active and archived data. eschooldata, LLC Copyright 2002-2018 28

Check the Show Failed Login Only checkbox and click Search to view the failed login attempts log, which includes the User ID, Login Date, IP Address, and Reason. Access Rights by Menu/Module Go to System > Administration > Access Rights By Menu/Module. By default, the system displays all Access Rights by Menu for Security Groups and User IDs associated to the selected building. Select Module Level and click Search to display Access Rights by Module. Users can filter the results by Search Criteria (Group Name, User ID) and/or Levels (First/ Second/etc.). Click the Excel icon to export the displayed results to Excel. The system displays the Email address from the user s Staff record, when available (System > Staff > Staff). eschooldata, LLC Copyright 2002-2018 29

For example, a Search with Full Day Event in the Second Level of Module Access Rights returns those Groups and User IDs with permission to Add, Edit, View, or Delete Full Day Attendance Events. eschooldata, LLC Copyright 2002-2018 30