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Managing users & user permissions
How to manage school-based users in the Portal
How to manage school-based users in the Portal

Step by step guide for Principals and delegated school admin on how to create users and manage permissions

Updated over a week ago

Greetings! 👋

This article will explain the ins and outs of how school principals and delegated administrators can grant and manage Portal access for school staff. As of September 2021, the Portal is available to all K-12 New York City schools as a part of our partnership with the New York City Department of Education.

Please don't hesitate to reach out to us directly at schoolsupport@newvisions.org for assistance.

Overview

Managing school-based accounts

By default, all NYC principals are able to log in to the Portal using their DOE credentials. From there, a principal can manage access for the staff who work in their school, and delegate admin privileges to other staff members.

How to grant access to an existing staff member

Any staff member on the school’s pedagogue file with a schools.nyc.gov account will automatically appear in the User Management section of the Portal. From there a principal can modify access levels individually or in bulk.

  1. Navigate to the User Management page by clicking on Settings in the Left-side Navigation. Then select User Management.

  2. Notice that accounts have already been created for each staff member on your school's pedagogue file. By default these accounts are created with No Access permissions, until you choose to modify.

  3. To modify permissions for a single user:

    1. Click the Three Dot Menu next to the user's row

    2. Select Edit Details to open the Edit User Modal

    3. Set the appropriate permissions for the user in the Access Level Dropdown

    4. Click Edit to apply the changes

  4. To modify permissions for multiple users in bulk:

    1. Select Batch Actions from the Right-side Toolbar

    2. Using the checkboxes that appear to the left of each row, select the users whose permissions you wish to modify

    3. Back in the Right-side Toolbar select the appropriate permissions

    4. Click Confirm to apply the changes

To learn more about the permissions associated with each access level see this article.

How to delegate admin privileges to another staff member

To delegate admin privileges to another staff member within your school, follow the steps above to assign the Delegated School Admin access level. Users with this access level are able to use the User Management page within Settings to create accounts and modify permissions.

How to enable staff to log in with Google

Principals and delegated admins can associate a user with their school-based Google email from within the Settings > User Management section of the Portal.

To add a Google email address to a user's account follow these steps:

  1. Navigate to the User Management page by clicking on Settings in the Left-side Navigation. Then select User Management.

  2. Click the Three Dot Menu next to the user's row

  3. Select Edit Details to open the Edit User Modal

  4. Add the Google email address

  5. Click Edit to apply the changes

Only school-based Google accounts are allowed, not personal @gmail.com accounts. Additionally, your school's Google domain needs to be whitelisted with New Visions. Please send an email with your name, school DBN, and Google domain name to schoolsupport@newvisions.org to have your domain added.

How to create an account for a staff member not found on the pedagogue

Principals and delegated admins can also create accounts for users who are not automatically pulled in from the school's pedagogue file, as long as those users have received the necessary authorization from the NYC DOE to access confidential student data.

  1. Navigate to the User Management page by clicking on Settings in the Left-side Navigation. Then select User Management.

  2. Select Add User from the Right-side Toolbar

  3. Define the user's name, email(s), and access level. Note*: If the user is a DOE employee, a schools.nyc.gov email is required

  4. Click Create

  5. Confirm the user's trusted status by acknowledging that the user has received the necessary authorization from the NYC DOE to access confidential student data.

Other helpful resources

Managing non school-based accounts

Access to the Portal for district staff, coaches, shelter CBO staff, and school support organization staff is managed by designated Portal administrators within the organization, CBO or central and borough office. If you are a designated Portal admin, please see this article for information about how to create manage Portal accounts for users within your organization.

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