Managing Accounts for Staff who Have Left

TABLE OF CONTENTS

• Introduction
• Deleting Staff records
• Revoking access to SEQTA Teach
  • How to set the staff record as inactive:
  • How to remove staff permissions:
• Merging Staff records

Introduction

When staff leave the school they will continue to display in SEQTA until their username is removed from the Data management > Staff record. In most cases, this needs to be done directly through SEQTA. The exception is where the staff username is populated by the sync. 

If the staff usernames are only stored in Active Directory the option to sync the username is not available. The sync can only draw information from the school's Administration system (eg: Synergetic).  If requested the sync can be set to remove the username from the staff record once the username is deleted from Synergetic.

 Once the staff member's username has been removed the following will occur:

• The staff member's name will not appear in the Teaching workspace.
• The staff member will no longer appear in a Permission group.
  • NOTE: The staff member will still be in the permission group, but will not be visible.
• The staff member will not show in any drop-downs other than those in the Pastoral care workspace.

More detailed information is available in the article Availability of Information and Impact of Revoking Account Access for Staff and Guardians.

Deleting Staff records

Staff records should not be deleted as they are required for historical purposes. The following may assist with managing staff records created in error:

• Change staff code to ARCH_<code> (eg. JSMITH = ARCH_JSMITH) to assist with identifying accounts which should not be used. (ARCH = archived)
• Pre-fix surname with Z (eg. ZSMITH) to display last in Data management.
• Ensure Timetabling code is removed or rename ARCH_<code> in instances where the schools Timetabling system may rename codes.

Revoking access to SEQTA Teach

Once a staff record has had access revoked it will only appear in Data management, where it remains for historical purposes. Revoking access will prevent staff from re-authenticating with a new session in SEQTA Teach.  It is recommended that the staff member is also removed from all Permission groups prior to revoking their access. Removing Campus entries can also be considered.

How to set the staff record as inactive:

1. Go to Administration workspace > User management > Account manager.
2. Search for and select the Staff member's record (tick the checkbox).
3. Click on the Actions drop-down menu and choose Revoke access.
   • NOTE: This only removes the username (and password, if a local password was set).
4. Option: remove campus entries. Go to Administration workspace > Data management > Staff.
5. Search for and select the staff member's record.
6. Deselect all Campuses entries (via the None button).

How to remove staff permissions:

1. Go to Administration workspace > Permission management.
2. Click on the Print button and choose Staff group membership.
3. View the report to identify which permission groups contain the staff member.
4. Click on Manage groups.
5. For each Permission group, click to display the membership, then click on the Bin icon beside the relevant staff member, then Save.
6. Repeat as necessary.
7. Click SAVE for the page.

NOTES:

• Schools using an external system for Staff authentication would typically revoke staff access in that system as well as SEQTA.
  • If staff username is synced from an admin system it will need to be removed from there before the sync is next run. If not done in this order, the sync will most likely repopulate the staff record, or possibly even create a new record.
• Some schools may have a bespoke solution in place which revokes access automatically. It is recommended these schools remove the staff record from the Permission groupon the staff member's last day. If this isn't possible, the staff record can be made visible by entering a username and campus to allow this to be done after access is revoked. These credentials can be removed afterward or left, as the sync will revoke their access again when it next runs.

   

Merging Staff records

Staff records for the same user can be merged on request to the SEQTA Support team. The request must clearly indicate which user account will be retained as the active account. A merge may be required when there are two accounts for one person and both accounts have been used. Check the Last login dates and time via the Administration workspace > User management > Account manager page to confirm. This process will merge all the user data into the current staff record and the old record will be flagged with OLD_<code>. The ‘OLD_’ prefix indicates there should be no user data in the record. Depending on the works required, staff record merges may be chargeable when outside of implementation, UAT or sync migrations.