Administrative Tool Idaho State Department of Education October 20, 2011

Administrative Tool

Idaho State Department of Education

October 20, 2011

Idaho Instructional Management System2

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 LunaIdaho Superintendent of Public

Instruction

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Administrative Tool Overview

• Stewardship of Student Information

• State Longitudinal Data System (SLDS)

• Admin Tool – Functionality

AccessAuthorizationAssignmentAssistance

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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

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State Longitudinal Data System (SLDS)

• $5.9 MM grant for development of SLDS

• Collect, analyze, and distribute district data

• ISEE = Idaho System of Educational ExcellenceISEE = Idaho’s State Longitudinal Data System

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State Longitudinal Data System (SLDS)

• Reporting and Analysis System function

– Distribution of Student Assessment to teachers– Transferability of Student Information

• “Digital Backpack”

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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.

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Administration Tool-Definitions

• 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.. [email protected]

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Definitions used to establish common understanding within Admin Tool application.

These definitions may not be apply outside the scope of the Admin Tool application.

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Administration Tool- Functions

• Verify assigned roles to Users

• Align User Names to Person Names

• Assign and Unassign User Roles

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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)

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Administration Tool- URL

https://isee.sde.idaho.gov

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1

Enter your username (school district email address) and password.

Click on “Sign In”.

Select either SDE or Meridian Joint School District.

Click on “Continue to Sign in”.

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https://isee.sde.idaho.gov/


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.

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MJSD offer single sign on for its users.


Administration Tool- Logging OnAccess

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Admin Tool Application listed under “MY APPLICATIONS”. Click on heading to be directed to Admin Tool Application.

2Announcements frequently change, altering the view of this slide.



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



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User Name in upper right hand corner indicates User is logged onto Admin Tool.

Admin Tool functions are now listed on left hand side.


Administration Tool- Logging OnNo Access- Authorization Needed

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User logged on however does not have authorization to the Admin Tool (Not listed under “My Applications”.


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

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2 Authorization Form needed by SDE.

Authorization form on ISEE.






Administration Tool- Information Verifying Roles

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Click on “Information” to verify roles assigned to Users.



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Type in the User Name.

If the name is in the directory, a drop down menu will appear.

Once the User Name is in the data entry field, click on” Submit”.



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1Admin Tool cites the User Name.

Assigned Roles for this User Name are listed in alphabetical order.



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1The blue “i” icon above the Role name is the help button icon.

Hover on the information “I” icon to read about the Assigned Role.


Administration Tool- InformationDeleting a Role

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To proceed with deletion, click on the “Confirm” button.

To cancel the deletion process, click on the “Cancel” button.

To delete an Assigned Role, click on the “Delete” link.


Administration Tool- InformationDeleting a Role

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The Business Manager role has been deleted and is no longer listed for this User.

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Administration Tool- InformationDeleting all Roles

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2The Admin Tool will list all Assigned Roles for this User.

To delete all Assigned Roles, click on the “Delete All Roles” link.

1Data enter the User Name. Click on the “Submit” button.


Administration Tool- Information Deleting all Roles

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1After selecting “Delete All Roles”, the screen will turn gray.

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To proceed with deletion, click on the “Confirm” button.

To cancel the deletion process, click on the “Cancel” button.

3 After selecting the “Confirm” button, the Admin Tool will bring up a new page citing “No Roles Assigned”.


Administration Tool- Assignment

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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.

4If you are confident User Name and the Person Name should be mapped, click on “Assign” button.

3

Type in the Person’s full legal Name. Having the Date of Birth is extremely helpful , especially if entering a common name.

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Admin Tool has successfully mapped User Name to Person , linking the EDUID, User Name, and Person Name to a single User.



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1Type in the User Name.

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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.



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Admin Tool identifies Person – Roy Clark w/ an EDUID.

Click “assign” to map User Name to Person Name /EDUID.



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User Name and Person Name have been assigned.

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Assignment is complete.

Admin Tool lists User Name, Name, and EDUID, indicating all three have been mapped together.


Administration Tool- UnAssignment

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Click on “unassign” if User Name and EDUID are mapped incorrectly.

2User Name and Person Name have been assigned.

3User Name and Person Name have been unassigned.


Administration Tool- User Roles

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To return to the Admin Tool main page, click on “SDE Users” or “SDE Programs” links. Admin tool functions:

(1) Verify User Roles(2) Assign/Map User

Name to User Account

Last Admin Tool function:(3) Assign Roles to

Users

Click on “User Roles”.

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Administration Tool- User Role

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Type in the School Name, School Number, District Name, or District Number.

2

Directory will display Schools or Districts that match typed characteristics.

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Click on “Select” to view the User Roles for this specific institution.


Administration Tool- User RoleAdd Role

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Admin Tool User typed in Arco Elementary and clicked on “Select”.1

2Arco Elementary School is listed above.

No Roles have been assigned.

3

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.

4To assign a User to this Role, click on the “+” sign beside the Role Name.


Administration Tool- User RoleAdd Role

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Enter the User Name of the Person being assigned a Role.

Click “Submit”.

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The User Name will be listed to the right of the assigned Role.


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)

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Admin Tool

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Type in the School Name or School number.

2

Directory will display Schools or Districts that match typed characteristics.

3

Click on “Select” to view the User Roles for this specific institution.



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Admin Tool User typed in Arco Elementary and clicked on “Select”.1

2Arco Elementary School is listed above.

No Roles have been assigned.

3To assign a Schoolnet role, click on the “+” sign beside the Role Name.



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Enter the User Name of the Person being assigned a Schoolnet Role. Click “Submit”.

2 The User Name will be listed to the right of the assigned Role.



Schoolnet.Leadership District Level: SuperintendentAccess to All School DataBurley Schools (Sr., Jr., Alt, Tech Center, Elementary)

Declo Schools (Sr. Jr., Elementary)

Raft River Schools (Jr./Sr. High & Elementary)

Oakley High School(Jr./Sr. High & Elementary)

Albion Elementary School

Almo Elementary School

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Cassia County School District

Schoolnet. Leadership School Level: PrincipalAccess to Only school data

Burley Senior High

All Math Classes/Instructors

All Calculus Classes/Instructors

All student data

Individual student and/or

Individual instructor


Administrative Tool Review

• Stewardship of Student Information

• State Longitudinal Data System (SLDS)

• Admin Tool – Functionality

AccessAuthorizationAssignmentAssistance

Admin Tool


Administrative Tool- Assistance

SDE IT Help Desk Email:

[email protected]

SDE IT Help Desk:

208.332.6923

Admin Tool

Documents

Administrative Tool Idaho State Department of Education October 20, 2011