Teacher and Substitute Account Management

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Teacher and Substitute Account Management
Adobepdficon.png [Aeries.Net Teacher and Substitute Account Management September 17, 2013]


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Aeries.Net - Teacher and Substitute Account Management


Please be aware that Eagle Software's objective is to provide their users with documented procedures, such as the one that follows, in an attempt to expedite the steps necessary to accomplish certain tasks within Aeries™. However, Eagle Software recognizes that each school and district using Aeries™ has established their own unique guidelines and policies.

By using these procedures you assume full responsibility for the appropriate application, the results of their use, any impact upon your database and conforming to all guidelines and policies that have been established by your school or district.


Aeries.net users can be given the ability to manage Teacher Portal accounts and create and manage Substitute Teacher accounts in the Portal Account Management node.

MANAGE TEACHER PORTAL ACCOUNTS

Teacher Portal accounts can be created and maintained by Aeries.net users through the Manage Teacher Portal Accounts node. This node appears in their Navigation tree when they are given Administer permissions to the Teacher Data table.

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Permissions

The Aeries.net Administrator can allow certain school level users the ability to create and update Teacher Portal accounts by granting Administer permissions to the Teacher Data table. To do this the Administrator will click on the Security node and then select either Groups or Users depending on if an entire Group will be given the ability to update Teacher Portal accounts, or just individual users.

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On the Permissions tab scroll down to the Teacher Data permissions. It will be under the School Information category. If these are not available in the list for this group or user, then de-select Display Permissions Only to view all tables.

Select the Administer option for the groups or school level users that will be permitted to maintain the Teacher Portal accounts.

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Edit Teacher Accounts

To update Teacher Portal accounts school site users will select the Manage Teacher Portal Accounts screen within the School Info | Portal Account Management node.

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Click in the search box, enter a teacher's user name and click on Go. The teacher's account information will come up in the right pane. Click on the Change button to edit the account.

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In the Change screen the teacher's User Name, Password, Account Expiration Date, Account Status, Email Address, name and Staff ID can be updated. Click on Update after all changes are complete to save the changes.

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Create a New Teacher Account

To create a new Teacher Portal account select Add New Record in the Manage Teacher Portal Accounts screen.

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Select the Teacher type from the Type dropdown list. There are four Teacher types to choose from:

Teacher - Account log-in type for teachers to use the teacher portal. A log-in account with this type will inherit security permissions from the Teachers Portal Group which can be set up under the Portal Group security area. This type of account also needs to be associated with a valid Staff ID number.

Substitute Teacher - Account log-in type for substitute teachers to use the teacher portal. A log-in account with this type will inherit security permissions from the Substitute Teachers Portal Group which can be set up under the Portal Group security area. This type of account needs to be associated with a valid Staff ID number. Substitute Teacher accounts can be generated through the Create Substitute Aeres.net Teacher Accounts screen.

Active Directory Teacher - Account log-in type for teachers to use the teacher portal. The user name must be entered manually and must match the user name specified in Active Directory. Ex: ABCUSD/username. A log-in account with this type will inherit security permissions from the Teachers Portal Group which can be set up under the Portal Group security area. This type of account also needs to be associated with a valid Staff ID number.

Active Directory Substitute Teacher - Account log-in type for substitute teachers to use the teacher portal. The user name must be entered manually and must match the user name specified in Active Directory. Ex: ABCUSD/username. A log-in account with this type will inherit security permissions from the Substitute Teachers Portal Group which can be set up under the Portal Group security area. This type of account also needs to be associated with a valid Staff ID number. Active Directory Substitute Teacher accounts must be created manually, the Create Substitute Aeries.net Teacher Accounts screen will not create active directory accounts.

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Enter the account information and then click on the Insert button.

  • ID This number will be automatically assigned by the system.
  • User Name – This should be a unique name that is associated with an individual log-in account.
  • Password – Enter a unique password.
  • Confirm Password – Re-enter the password to confirm.
  • Date Created – The system will generate this date and time upon creation of the group.
  • Expiration Date – Set a date for the account to expire. Note: When the date set occurs and the user attempts to log in, they will get a message on the log in screen that the account has expired and they will be unable to log in. This is optional.
  • Status – Currently you can tag an account with a status of Active, Locked, Disabled or Pending. When an account is given a status of Locked, Disabled or Pending, the account will not be able to log into Aeries.net. Leaving this field blank is the same as selecting active.
  • Email Address – A valid email address is required in order to run reports.
  • First Name – Enter the user's first name. This is optional.
  • Last Name – Enter the user's last name. This is optional.
  • Staff ID – A staff ID is required on accounts that are a Type of Teacher. The list of names to choose from comes from the STF table.
  • Comment – An area for comments about the account. This is optional.

After a log-in account is created, the Manage Teacher Portals Account form will show an additional tab; School Access. Log-in access to schools is managed within the Aeries.net system based on the teacher's Staff ID. This tab will not need to be updated.

CREATE SUBSTITUTE TEACHER PORTAL ACCOUNTS

Substitute Teacher Portal accounts can be created and maintained by Aeries.net users through the Manage Substitute Teacher Accounts node. This node appears in their Navigation tree when they are given Update permissions to the Manage Substitute Teacher Accounts program area.

AeriesNet Teacher and Substitute Account Management 09.png

Permissions

The Aeries.net Administrator can allow certain school level users the ability to create Substitute Teacher accounts by granting Insert permissions to the Manage Substitute Teacher Accounts program area. To do this the Administrator will click on the Security node and then select either Groups or Users depending on if an entire Group will be given the ability to create Substitute Teacher accounts, or just individual users.

AeriesNet Teacher and Substitute Account Management 10.png

On the Permissions tab scroll down to the Manage Substitute Teacher Accounts permissions. It will be under the Other category. If these are not available in the list for this group or user, then de-select Display Permissions Only to view all tables.

Select the Insert option for the groups or school level users that will be permitted to create the Substitute Teacher accounts.

AeriesNet Teacher and Substitute Account Management 11.png

Create Substitute Teacher Accounts

To create new Substitute Teacher Portal accounts school site users will select the Create Substitute Teacher Accounts screen within the School Info | Portal Account Management node.

Select the teachers that will be having a substitute teacher by clicking in the box next to their name.

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Select the Expiration Date of the account. This will be the last day that the substitute teacher will be subbing for the selected teacher. Enter any additional comments that may be pertinent. Click on the Create Aeries.net Accounts and Print Info Sheets button.

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A dialogue box will come up asking if you wish to create the Substitute accounts. Select OK to continue and create the accounts, or Cancel to stop the process.

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A report of the log-in information for the Temporary Accounts is generated and can be viewed by opening the pdf. Print this report and distribute it to the substitute teachers.

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