Students Grant Parents Access to Student Self-Service

1
Students Grant Parents Access to Student
Self-Service

• Session 27403
• March 01, 2010

2
Your Presenters

• Eileen Rose, The College of New Jersey
• Carmelitia J. Coleman, CedarCrestone, Inc.
• Bill Dillingham, CedarCrestone, Inc.

3
The College of New Jersey

• The College of New Jersey, founded in 1855, is
  primarily an
• undergraduate and residential college with
  targeted graduate
• programs. A strong liberal arts core forms the
  foundation for a
• wealth of degree programs offered through TCNJs
  seven
• schoolsArts Communication Business Culture
  and Society
• Education Science Nursing, Health, and Exercise
  Science and
• Engineering.
• TCNJ has a undergraduate enrollment of
  approximately 6,300
• students (95 percent from New Jersey). And a
  graduate enrollment
• of 700 students.

4
TCNJ and Oracle

• The College of New Jersey began implementing
  Student Administration in 8.9. With the release
  of 9.0 we began an upgrade of our live modules
  and implemented Financial Aid and Student
  Financials. The implantation was completed in
  Fall 2009 using many new 9.0 features.

5
Agenda/Contents

• Overview
• TCNJs Original Requirements
• TNCJs Initial Vision
• Enhancement of the Vision
• Results of Requirements and Vision
• Demo
• Questions and Answers
• Contact Information

6
Overview

• This session will discuss
• How students give parents/third parties the
  ability to access and view their student
  information.
• How students specify, within TCNJ set boundaries,
  what student information the parent/third party
  can access.

7
TCNJ Original Requirements

• A means by which parents could access specific
  Student Financial information (billing statement,
  pay bill, etc.) within PAWS.

8
TCNJs Vision

• A mechanism enabling students to allow parents
  to view and pay their bill
• No bills attached to emails
• A process easy for TCNJ to administer
• Let the student do the work
• A process that is FERPA compliant

9
Enhancement of the Vision

• Use a PIN to verify parent/third party identity
  for in-person and phone inquiries.
• Financial Aid - Allow parents/third party to view
  students financial aid information (budgeting,
  awards, etc)
• Student Records - Allow parents/third party view
  access to students grades, transcripts, etc.

10
Results of Requirements and Vision

• An expanded definition of parent
• Parent 1, parent 2, grandparent, other
• Became Auxiliary User
• The Auxiliary Access Mod where
• Students create and maintain User Profiles for
  their auxiliary users (parents and others) up to
  a maximum number set by TCNJ.
• Students create and assign passwords to auxiliary
  users respecting TCNJ password controls.
• TCNJ creates specific roles within PAWS that are
  only used by the Aux Access Mod.

11
Results of Requirements and Vision (Contd)

• The Auxiliary Access Mod where (cont)
• All actions taken by students in setting up and
  maintaining their auxiliary users are recorded
  and viewable by TCNJ administration.
• Students, at the discretion of TCNJ, are required
  to accept TCNJs Auxiliary User Terms and
  Conditions prior to using the modification.
• Students grant varying TCNJ authorized
  self-service access to their auxiliary users.

12
Results of Requirements and Vision (Contd)

• The Auxiliary Access Mod where (cont)
• Students create and assign a PIN to their
  auxiliary users for phone identity authentication
  by TCNJ staff.
• TCNJ can optionally have emails delivered to
  support personnel should internal errors occur
  during student maintenance of their auxiliary
  users.
• Students supply email addresses for their
  auxiliary users that can be used in CommGen.

13
Technical Overview

• Setup
• Create Default Aux User Profile
• Assign roles common to all Aux Users
• Create Aux User Roles
• Wordsmith Terms and Conditions
• Determine of Aux Users a student may setup
• Create Access Codes
• Assign Aux User roles
• Changes are immediately updated on all Aux Users
• Create verbiage for emails in Message Catalog
• Setup url for Aux Users

14
Technical Overview (Contd)

• Student Creating Aux User
• Username format student username-01
• First time? Agree to Terms and Conditions
• Assign Password and Pin
• Assign Access Codes
• Supply Aux Users email address
• Sends welcome email to Aux User
• CIs create user from Default Aux User
• Roles defined in assigned Access Codes assigned
  to Aux User
• Log created of Students actions

15
Technical Overview (Contd)

• Maintain Aux User
• Logged
• Changes emailed to Aux User
• Removal of all Access Codes locks User Profile
• Purge Aux User
• Online logically deleted (User Profile Locked)
• Batch AE to physically delete

16
Technical Overview (Contd)

• Miscellaneous
• Errors in Component Interface, optionally, email
  log of student to administrative staff along with
  error.
• Changes in Terms and Conditions can, if needed,
  require re-acceptance.
• Existing Aux User profiles locked until student
  accepts new Terms and Conditions

17

Demo of Auxiliary Access Modification
18

19
Student Creates an Auxiliary User

20
Auxiliary Access Completed

21
Authenticating User
22
Staff View of Auxiliary Access
23
(No Transcript)
24
Setup
25
Installation Setup
26
Security Setup
27
User Role Setup
28
Questions and Answers
29
Contact Information
Eileen Rose Business Analyst Student
Financials Office of Student Financial
Services The College of New Jersey
erose_at_tcnj.edu Carmelitia J. Coleman
CedarCrestone, Inc. Carmelitia.coleman_at_cedarcre
stone.com Bill Dillingham CedarCrestone,
Inc. Bill.dillingham_at_cedarcrestone.com
30
This presentation and all Alliance 2010
presentations are available for download from the
Conference Site
Presentations from previous meetings are also
available