Availability of Information and Impact of Revoking Account Access for Staff and Guardians

Modified on Wed, 25 Mar at 4:23 AM

TABLE OF CONTENTS

Guardians/Parents/Contacts accounts
Guardian account management
Staff account management

Guardians/Parents/Contacts accounts

NOTE: Once the students have been archived in SEQTA, parents will no longer see anything related to their child in SEQTA Engage (reports etc.) Therefore, they should download reports or any other information required prior to their access being revoked.

When Guardians/Parents/Contacts no longer have any students at the school their accounts should be revoked. There are two fields in the Guardians section in Data management which manage their authentication to SEQTA Engage: Username and Password. Guardians are usually synced from your school's admin system (eg: Synergetic) and will use internal authentication. However some schools use a Directory server (eg: Active Directory) to control parent authentication.

(NOTE: Linking the guardian to the student and linking that combination to SEQTA Engage is performed elsewhere in Data management and is usually part of the sync from your school's admin system. See Linking Student Records to Guardian Records).

Guardian account management

When a guardian no longer has students at the school (or needs to be blocked for other reasons), the recommended procedure is as follows:

If an authentication management system is being used, disable the account in that system.
Revoke the account from the User management page using the steps below.

See Revoking Access to Parent Accounts to revoke parent access to SEQTA Engage using the User management>Account manager page.

Guardians will no longer be able to login to SEQTA Engage.
Guardians will no longer show in SEQTA Teach (except for Data management)

External authentication: if session data and cookies exist on the guardian device (from previously authenticated sessions), they can allow a guardian to continue to log in even if the AD account has been disabled or the password changed. It is essential to remove the username/password to ensure the guardian can no longer log in. See Revoking access.

Staff account management

When a staff member no longer works at the school (or needs to be blocked for other reasons), the recommended procedure is as follows:

If an authentication management system (eg: Active Directory) is being used, disable the account in that system.
Revoke the account from the User management>Account manager page using the steps below.

Revoking access to a staff account removes the username and password from the staff record which will have the following impact:

The Staff member's name will not appear in the Teaching workspace.
The Staff member will no longer appear in a Permission group.
- (However, the staff member will still be considered to be a member of the Group, which is the usual reason why a Permission group that appears empty will not be able to be deleted (it will display a padlock icon). We recommend removing staff from Permission groups prior to revoking their access).
The Staff member will not show in any drop-down menus.
Programmes owned by the Staff member will still be available through List of programmes. However, their name will not be seen in the staff filter drop-down list. The staff setting will need to be set to All staff by deselecting any staff members in the list.
Any Programmes owned by the Staff member, that are attached to other teacher's classes will remain accessible.

All attendance, Pastoral care notes* and other data the teacher entered will remain available in SEQTA. For example:

The Staff member's name will still appear in the Pastoral care workspace in the context of any PC notes that were previously entered, allowing you to view those Pastoral care notes.
- This is available in the following sub-pages in SEQTA Teach: In detail, Qualitative analysis and various Reports.
Any Attendance entered by the staff member will still be visible.
Reporting data entered by the staff member can still be accessed through the Administration workspace>Academic reports>Reporting by selecting the student name.
Marks book data will also be available by accessing the Marks book through the replacement teacher's timetable, or by finding the programme in the List of programmes and choosing the Edit programme button. This will open the programme to the Cover page and the Marks book can be selected in the sub-menu on the left. The programme can be linked to a new class/teacher using the Collaboration process.
Reporting data the staff member entered will still be included on reports and reprints of reports.
* Pastoral care notes that were restricted to "Me only" when created will need to be accessed via your school's SEQTA administrator.