The New York State Education Department

1. The New York State Education Department Provisioning and Administering Accounts

2. Agenda • Account Set-up • User Types • Duties of the Administrator • How to set up accounts and invite users • How to manage accounts • Self-Management of accounts • Year Two Transition

3. Account Set-up • Grow will mail Welcome Packets which include invitation codes to Executive Users: District Superintendents, RIC Directors, School Superintendents, Charter School Principals, Participating Nonpublic School Principals • The invitation code in the Welcome Packet will allow these users to create their own accounts • These Executive Users can use their account to generate welcome letters for other users within the entity and for account administrators and principals so they may set up their own accounts.

4. Setting up accounts across entities Grow sends Welcome Packets with invitation codes to Executive Users at RICs, BOCES, Districts Grow Districts RIC BOCES Charter Schools Non-public schools

5. Setting up accounts across entities District executive or account administrators send invitation letters to principals in the district. Districts Principal Principal Principal

6. Setting up accounts across entities School executive or account administrators send invitation letters to staff/teachers in the school. Principal School Staff Teacher Teacher

7. User Types • There are 5 different user types with different access levels and system privileges • The first two can create and administer accounts. 1) Executive User (Superintendent, Principal) • Account Administrator • Limited Staff User • Teacher • Staff User

8. Executive User • Executive Users for each entity • RIC: RIC Director • BOCES: District Superintendent • District: Superintendent • School: Principal • School superintendent and district administrators can see principal’s accounts in each component school.

9. Account Administrator • Staff to whom the Executive has delegated authority to create and administer accounts for the entity • Cannot administer the Executive’s account • Otherwise, Account Administrator has the same privileges as the Executive at that entity • Administrative privileges • Data access privileges

10. Executive User/Account Administrator • The Executive User and Account Administrator can • Create accounts • Administer accounts • Edit accounts (account information, such as position, or access) • Set temporary passwords • Suspend accounts • Delete accounts

11. Determining User Types • The Executive User and Account Administrator determine the user type for their personnel. • The Executive User/Account Administrator nySTART home page shows user types from most restricted access to least restricted access.

12. Determining Appropriate User Type for Other Users • The Executive and Account Administrators are responsible for ensuring that only authorized individuals have access. Teachers and staff are responsible for the security of their passwords. • Family Educational Rights and Privacy Act considerations:legitimate educational interest in student information • National Center for Education Statistics has published a guidebook for schools and districts on protecting student privacy: http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2006805

13. Determining Appropriate User Type for Other Users • The Executive and Account Administrator have the power and responsibility to assign passwords to users not directly in the entity and who have legitimate educational interest. • For example, the Executive may grant access to members of the Regional School Support Centers, Bilingual Education Technical Assistance Centers, and SETRICs (Special Education). • For example, the Executive may distribute invitation codes to school personnel in the district involved in transition grades. (i.e. a high school guidance counselor wants access to eighth grade student data)

14. User Types • The Executive User/Account Administrator assigns user type. 1) Executive User (Superintendent, Principal) • Account Administrator • Limited Staff User • Teacher • Staff User

15. Limited Staff User • This user type is the most limited. • Can only see aggregated student data for all students at all grade levels within the entity (district or school) • Appropriate for staff that do not generally work with individual students • Self-management of account • Edit own information (name, email address, etc) • Change password

16. Teacher • Can see aggregated data for the whole school and Individual Student Data for authorized grades • Access individual student data for the grade indicated on the invitation letter and also for one grade below. • The fourth-grade teacher in 2006-07 can see the test results for students who took third and fourth grade tests in 2005-06. • The fourth grade teacher in 2006-07 can also see the test results for students who take fourth grade tests in 2006-07 as they become available. • Self-management of account • Edit own information (name, email address, etc) • Change password

17. Staff User • Can see Aggregated Student Data and Individual Student Data for all students within the entity • AtRICs, Districts, and Schools, can view Verification Reports

18. Staff User • At the district level may be appropriate for • Assistant superintendents, curriculum coordinators, special education coordinator, bilingual coordinator • At the school level may be appropriate for • School psychologist, reading specialist, resource room teacher • Self-management of account • Edit own information (name, email address, etc) • Change password

19. Executive User/Account Administrator • Can see Aggregated Student Data and Individual Student Data within the entity • i.e. School superintendents can drill down to school roster reports and individual student reports • At RICs, Districts, and Schools, can view Verification Reports • BOCES Executive Userscannot view individual student data • Mid-September, the School District Account Administrator can create setting for District Superintendent to view their individual student data, if desired.

20. Setting up accounts within the entity • Executive user or account administrator will select the access level and name of the new user • Jane Smith, limited staff account • An invitation letter will be created as a PDF file (which can be printed or saved) • Repeat process for all users within the entity

21. Confidential Invitation Letter To: Jane Smith Welcome to nySTART. Please handle this letter with great care, as the code below provides access to confidential student data. Providing access to unauthorized individuals is a crime under state and federal law.  Account Type: Limited Staff Account Franklin School Invitation Code: [Invitation Code] Expires: October 15, 2006 To create an account, you will need a computer with an Internet connection and a Web browser. Start by opening the http://www.nySTART.gov/invite web address. Enter the invitation code shown above, click "OK," and follow the directions provided. Please note that this invitation code will expire if it is not used by the expiration date.

22. Receiving an invitation • Go to http://www.nySTART.gov/invite, enter the invitation code and at the prompt, enter the following information: • Name (they may edit if their name was entered incorrectly.) • Email Address • Username • Password • Select and answer a security question for password retrieval if the user should lose password • If a user wants to change his access, (for example, from aggregate student data to individual data) he must contact the administrator. It is up to administrator discretion.

23. Suggestions for usernames • Add prefix or suffix to the username to indicate the function of the account, especially if a user has more than one account • For example, a high school guidance counselor received an invitation code for “staff” access to eighth grade data. The guidance counselor already has an account to view his high school’s data. Therefore, he has two usernames: • Smith1hsstaff • Smith1southmiddlestaff

24. Tracking Invitation Letters • The account administrator can see the list of all accounts created in the entity as well as outstanding invitations • It does not matter if someone else created the invitation; all administrators can see all outstanding invitations for the entity • If an invitation letter expires, the invitation code is canceled and the administrator needs to delete the expired invitation and generate another invitation letter.

25. Administering Accounts • Once user accounts are set up, the executive/account administrator has access to edit the following information for each user in the entity: • User Information • User Type • Account Status (ability to suspend, reactivate, or delete account) • Set temporary passwords

26. Troubleshooting Self-Help • Forgotten username • User clicks on “forgot username?” and enters email address. His username will be emailed to him. • Forgotten password • User clicks on “forgot password?” and enters username. System will ask user to answer security question. When answered correctly, a temporary password will be emailed to the user’s previously specified email address. • If self-help does not work, contact your school or district administrator.

27. Troubleshooting Special Cases • Lost invitation letter • Contact the administrator and have him suspend or delete the account and issue a new invitation letter. • Teacher changes schools • Previous school deletes authorization; new school issues invitation letter. • Teacher may keep username and password. • New Schools • The principal will not receive an invitation letter until the school is registered and has received a BEDS code.

28. How does a high school get results for their new ninth graders? • The middle school can provide invitation codes to selected high school personnel to see eighth grade results. • Similarly, the elementary school can provide invitation codes to selected middle school personnel to see fifth grade results. • If a school has received numerous transfers from district schools, district staff authorization will allow them to see the records of all students in the district. • District and school administrators should decide what personnel should receive these authorizations.

29. Transition to Year Two: 2007-08 • Next year, Grow will send invitation code to RICs, BOCES, Districts to re-activate their existing accounts. • Principals will re-activate their accounts also and renew teachers staying in their school or de-activate the accounts of teachers who leave. • If a teacher leaves and goes to another school, she can keep her account (username/password) but will not see any data for her former school. • New principal must active her account to see the data of new school.

30. Questions