Administrative Tool

1. Administrative Tool Idaho State Department of Education October 20, 2011

2. Vision “Every parent and educator will have access to the data they need to guide instruction on a daily basis and measure the academic progress of all students.” - Tom Luna Idaho Superintendent of Public Instruction Admin Tool

3. Administrative Tool Overview • Stewardship of Student Information • State Longitudinal Data System (SLDS) • Admin Tool • Functionality Access Authorization Assignment Assistance Admin Tool

4. Stewardship of Student Information • Student education records • Demographics • Assessments • Performance • Other information pertaining to the student • FERPA: Family Educational Rights & Privacy Act • 20 U.S.C. § 1232g; 34 CFR Part 99 Admin Tool

5. State Longitudinal Data System (SLDS) • $5.9 MM grant for development of SLDS • Collect, analyze, and distribute district data • ISEE = Idaho System of Educational Excellence ISEE = Idaho’s State Longitudinal Data System Admin Tool

6. State Longitudinal Data System (SLDS) • Reporting and Analysis System function • Distribution of Student Assessment to teachers • Transferability of Student Information • “Digital Backpack” Admin Tool

7. Administration Tool- Intent The Administration Tool is the primary application used to manage access to all SDE supported programs that use a web application interface. Admin Tool

8. Administration Tool-Definitions 1 • Applications- ISEE supported web applications used to track or provide information for Idaho Educational Programs. • EDUID- Education Unique ID. A 9 digit number that allows for the unique identification of an individual involved in the provision of educational services. • Information- Provides details about the roles assigned to a Username, applications, and District/Schools. • Person Assignment- Matched association between a person (as defined by his/her EDUID) and a user name (as defined by their email account). • For example: Mapping your bank ATM pin # to your bank account Mapping your EDUID to your email account (username) • User– Anyone who is authorized to log into the Admin Tool application. • This requires the assignment of a EDUID to the person, and then matching the Username (email account information) to the EDUID. • User Role – Designation of participant (user), which allows for access, action, and performance within a specified SDE application. • Each application has a security hierarchy that organizes information access to those with an educational need to know, as outlined in FERPA, HIPPA and other regulatory or legal statute. • Username- Used to log on to an SDE application. • Usually the school district email address, i.e.. John.superintendent@sd123idaho.edu Definitions used to establish common understanding within Admin Tool application. These definitions may not be apply outside the scope of the Admin Tool application. Admin Tool

9. Administration Tool- Functions • Verify assigned roles to Users • Align User Names to Person Names • Assign and Unassign User Roles Admin Tool

10. Administration Tool-Users • Superintendent • (provisioned only by SDE) • Superintendent’s Delegate • (provisioned only by SDE) • Technology Director • (can be provisioned by Superintendent or Superintendent’s Delegate) • Anyone assigned the Admin Tool User role • (provisioned only by SDE) Admin Tool

11. Administration Tool- URL https://isee.sde.idaho.gov Select either SDE or Meridian Joint School District. Click on “Continue to Sign in”. 1 Enter your username (school district email address) and password. Click on “Sign In”. 2 Admin Tool

12. Administration Tool- ADFSActive Directory Federated Services ADFS is a Microsoft software component that provides users with Single-Sign-On access to applications and systems across organizational boundaries like SDE and your school district. MJSD offer single sign on for its users. 1 Admin Tool

13. Administration Tool- Logging OnAccess 1 Admin Tool Application listed under “MY APPLICATIONS”. Click on heading to be directed to Admin Tool Application. 2 Announcements frequently change, altering the view of this slide. Admin Tool

14. Administration Tool- Logging OnAccess 1 Although on the Administration Page, you must click on “Log On” to be directed to Admin Tool application. Admin Tool

15. Administration Tool- Logging OnAccess 1 2 Admin Tool functions are now listed on left hand side. User Name in upper right hand corner indicates User is logged onto Admin Tool. Admin Tool

16. Administration Tool- Logging OnNo Access- Authorization Needed 1 User logged on however does not have authorization to the Admin Tool (Not listed under “My Applications”. Admin Tool

17. Administration Tool-Logging OnNo Access – Authorization Needed SDE needs signed authorization from the Superintendent Contact SDE Support to have appropriate roles assigned http://www.sde.idaho.gov/site/isee/docs/Access%20Authorizations%20Feb%201%202010.pdf Authorization form on ISEE. 1 Authorization Form needed by SDE. 2 Admin Tool

18. Administration Tool- Information Verifying Roles 1 Click on “Information” to verify roles assigned to Users. Admin Tool

19. Administration Tool- Information Verifying Roles Type in the User Name. If the name is in the directory, a drop down menu will appear. 1 Once the User Name is in the data entry field, click on” Submit”. 2 Admin Tool

20. Administration Tool- Information Verifying Roles 1 Admin Tool cites the User Name. Assigned Roles for this User Name are listed in alphabetical order. Admin Tool

21. Administration Tool- Information Verifying Roles The blue “i” icon above the Role name is the help button icon. Hover on the information “I” icon to read about the Assigned Role. 1 Admin Tool

22. Administration Tool- InformationDeleting a Role To delete an Assigned Role, click on the “Delete” link. 1 To proceed with deletion, click on the “Confirm” button. To cancel the deletion process, click on the “Cancel” button. 2 Admin Tool

23. Administration Tool- InformationDeleting a Role The Business Manager role has been deleted and is no longer listed for this User. 1 Admin Tool

24. Administration Tool- InformationDeleting all Roles Data enter the User Name. Click on the “Submit” button. 1 The Admin Tool will list all Assigned Roles for this User. To delete all Assigned Roles, click on the “Delete All Roles” link. 2 Admin Tool

25. Administration Tool- Information Deleting all Roles To proceed with deletion, click on the “Confirm” button. To cancel the deletion process, click on the “Cancel” button. After selecting “Delete All Roles”, the screen will turn gray. 1 2 After selecting the “Confirm” button, the Admin Tool will bring up a new page citing “No Roles Assigned”. 3 Admin Tool

26. Administration Tool- Assignment 1 Type in the User Name. If the User Name already exists in the SDE directory, the Admin Tool will bring up Persons with similar name characteristics. If not in directory, data enter User Name. Type in the Person’s full legal Name. Having the Date of Birth is extremely helpful , especially if entering a common name. 2 3 If you are confident User Name and the Person Name should be mapped, click on “Assign” button. 4 Admin Tool

27. Administration Tool- Assignment Admin Tool has successfully mapped User Name to Person , linking the EDUID, User Name, and Person Name to a single User. 1 Admin Tool

28. Administration Tool- Assignment If User Name is in the directory, the Admin Tool will identify the User Name , indicating it has not been assigned (mapped) to a Person. Type in the User Name. 1 2 Admin Tool

29. Administration Tool- Assignment Admin Tool identifies Person – Roy Clark w/ an EDUID. Click “assign” to map User Name to Person Name /EDUID. 1 Admin Tool

30. Administration Tool- Assignment User Name and Person Name have been assigned. Assignment is complete. Admin Tool lists User Name, Name, and EDUID, indicating all three have been mapped together. 1 2 Admin Tool

31. Administration Tool- UnAssignment Click on “unassign” if User Name and EDUID are mapped incorrectly. User Name and Person Name have been assigned. 2 1 User Name and Person Name have been unassigned. 3 Admin Tool

32. Administration Tool- User Roles To return to the Admin Tool main page, click on “SDE Users” or “SDE Programs” links. Admin tool functions: Verify User Roles Assign/Map User Name to User Account 2 1 3 Last Admin Tool function: Assign Roles to Users Click on “User Roles”. Admin Tool

33. Administration Tool- User Role Type in the School Name, School Number, District Name, or District Number. 1 Directory will display Schools or Districts that match typed characteristics. 2 Click on “Select” to view the User Roles for this specific institution. 3 Admin Tool

34. Administration Tool- User RoleAdd Role Admin Tool User typed in Arco Elementary and clicked on “Select”. 1 The plus sign beside the Role Name indicates the Role can be assigned by the Admin Tool User. Roles without the plus sign are assigned by the SDE. Arco Elementary School is listed above. No Roles have been assigned. 2 3 To assign a User to this Role, click on the “+” sign beside the Role Name. 4 Admin Tool

35. Administration Tool- User RoleAdd Role Enter the User Name of the Person being assigned a Role. Click “Submit”. 1 The User Name will be listed to the right of the assigned Role. 2 Admin Tool

36. Administration Tool- User RoleAdd a Schoolnet Role • Schoolnet.Leadership • (Superintendent, Technology Director, Business Manager, etc.) • Schoolnet.Curriculum and Instruction Staff • (Curriculum Director, Assessment Director, Test Coordinators, etc.) • Schoolnet. Assessment Coordinator • (Assessment Director, CFSGA Editor, Test Coordinators, etc.) • Schoolnet.Staff • (Counselor, Psychologist, Special Education Services, etc.) • Schoolnet.Teacher • (Assigned within data uploads – program instances/classes) Admin Tool

37. Administration Tool- User RoleAdd a Schoolnet Role Type in the School Name or School number. 1 Directory will display Schools or Districts that match typed characteristics. 2 Click on “Select” to view the User Roles for this specific institution. 3 Admin Tool

38. Administration Tool- User RoleAdd a Schoolnet Role Admin Tool User typed in Arco Elementary and clicked on “Select”. 1 Arco Elementary School is listed above. No Roles have been assigned. To assign a Schoolnet role, click on the “+” sign beside the Role Name. 2 3 Admin Tool

39. Administration Tool- User RoleAdd a Schoolnet Role Enter the User Name of the Person being assigned a Schoolnet Role. Click “Submit”. 1 The User Name will be listed to the right of the assigned Role. 2 Admin Tool

40. Administration Tool- User RoleAdd a Schoolnet Role Cassia County School District Admin Tool

41. Administrative Tool Review • Stewardship of Student Information • State Longitudinal Data System (SLDS) • Admin Tool • Functionality Access Authorization Assignment Assistance Admin Tool

42. Administrative Tool- Assistance SDE IT Help Desk Email: helpdesk@sde.idaho.gov SDE IT Help Desk: 208.332.6923 Admin Tool