Students Grant Parents Students Grant Parents Access Access
to Student Self-Serviceto Student Self-Service
Session #27403Session #27403
March 01, 2010March 01, 2010
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Your PresentersYour Presenters
Eileen Rose, The College of New Eileen Rose, The College of New JerseyJersey
Carmelitia J. Coleman, Carmelitia J. Coleman, CedarCrestone, Inc.CedarCrestone, Inc.
Bill Dillingham, CedarCrestone, Inc.Bill Dillingham, CedarCrestone, Inc.
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The College of New JerseyThe College of New JerseyThe College of New Jersey, founded in 1855, is primarily anThe College of New Jersey, founded in 1855, is primarily an
undergraduate and residential college with targeted graduate undergraduate and residential college with targeted graduate
programs. A strong liberal arts core forms the foundation for a programs. A strong liberal arts core forms the foundation for a
wealth of degree programs offered through TCNJ’s seven wealth of degree programs offered through TCNJ’s seven
schools—Arts & Communication; Business; Culture and Society; schools—Arts & Communication; Business; Culture and Society;
Education; Science; Nursing, Health, and Exercise Science; and Education; Science; Nursing, Health, and Exercise Science; and
Engineering.Engineering.
TCNJ has a undergraduate enrollment of approximately 6,300 TCNJ has a undergraduate enrollment of approximately 6,300
students (95 percent from New Jersey). And a graduate enrollment students (95 percent from New Jersey). And a graduate enrollment
of 700 students.of 700 students.
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TCNJ and OracleTCNJ and Oracle
The College of New Jersey began The College of New Jersey began implementing Student Administration implementing Student Administration in 8.9. With the release of 9.0 we in 8.9. With the release of 9.0 we began an upgrade of our live began an upgrade of our live modules and implemented Financial modules and implemented Financial Aid and Student Financials. The Aid and Student Financials. The implantation was completed in Fall implantation was completed in Fall 2009 using many new 9.0 features.2009 using many new 9.0 features.
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Agenda/ContentsAgenda/Contents
OverviewOverview TCNJ’s Original RequirementsTCNJ’s Original Requirements TNCJ’s Initial VisionTNCJ’s Initial Vision Enhancement of the VisionEnhancement of the Vision Results of Requirements and VisionResults of Requirements and Vision DemoDemo Questions and AnswersQuestions and Answers Contact InformationContact Information
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OverviewOverview
This session will discuss: This session will discuss: How students give parents/third How students give parents/third
parties the ability to access and parties the ability to access and view their student information. view their student information.
How students specify, within TCNJ How students specify, within TCNJ set boundaries, what student set boundaries, what student information the parent/third party information the parent/third party can access.can access.
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TCNJ Original TCNJ Original RequirementsRequirements
A means by which parents A means by which parents could access specific Student could access specific Student Financial information (billing Financial information (billing statement, pay bill, etc.) statement, pay bill, etc.) within PAWS.within PAWS.
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TCNJ’s VisionTCNJ’s Vision
A mechanism enabling students to A mechanism enabling students to allow parents to view and pay their billallow parents to view and pay their bill
No bills attached to emails No bills attached to emails A process easy for TCNJ to administerA process easy for TCNJ to administer
Let the student do the workLet the student do the work A process that is FERPA compliantA process that is FERPA compliant
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Enhancement of the VisionEnhancement of the Vision
Use a PIN to verify parent/third party Use a PIN to verify parent/third party identity for in-person and phone identity for in-person and phone inquiries.inquiries.
Financial Aid - Allow parents/third Financial Aid - Allow parents/third party to view student’s financial aid party to view student’s financial aid information (budgeting, awards, etc)information (budgeting, awards, etc)
Student Records - Allow parents/third Student Records - Allow parents/third party view access to student’s grades, party view access to student’s grades, transcripts, etc.transcripts, etc.
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Results of Requirements and Results of Requirements and VisionVision
An expanded definition of parentAn expanded definition of parent Parent 1, parent 2, grandparent, otherParent 1, parent 2, grandparent, other
Became ‘Auxiliary User’Became ‘Auxiliary User’
The Auxiliary Access Mod whereThe Auxiliary Access Mod where Students create and maintain User Profiles for their Students create and maintain User Profiles for their
auxiliary users (parents and others) up to a auxiliary users (parents and others) up to a maximum number set by TCNJ.maximum number set by TCNJ.
Students create and assign passwords to auxiliary Students create and assign passwords to auxiliary users respecting TCNJ password controls.users respecting TCNJ password controls.
TCNJ creates specific roles within PAWS that are TCNJ creates specific roles within PAWS that are only used by the Aux Access Mod.only used by the Aux Access Mod.
Results of Requirements and Results of Requirements and Vision Vision (Cont’d)(Cont’d)
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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 TCNJ’s Auxiliary User Terms and Conditions prior to using the modification.
•Students grant varying TCNJ authorized self-service access to their auxiliary users.
Results of Requirements and Results of Requirements and Vision Vision (Cont’d)(Cont’d)
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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.
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
Technical Overview (Cont’d)
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 User’s email address
Sends welcome email to Aux User CI’s create user from Default Aux User Roles defined in assigned Access Codes
assigned to Aux User Log created of Student’s actions
Technical Overview (Cont’d)
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
Technical Overview (Cont’d)
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
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Demo of Auxiliary Access Modification
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Student Creates an Student Creates an Auxiliary UserAuxiliary User
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Auxiliary Access Auxiliary Access CompletedCompleted
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Authenticating UserAuthenticating User
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Staff View of Auxiliary Staff View of Auxiliary AccessAccess
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SetupSetup
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Installation SetupInstallation Setup
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Security SetupSecurity Setup
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User Role SetupUser Role Setup
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Questions and Answers
Contact InformationContact Information
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Eileen RoseBusiness Analyst – Student FinancialsOffice of Student Financial ServicesThe College of New Jersey [email protected]
Carmelitia J. Coleman CedarCrestone, Inc. [email protected]
Bill DillinghamCedarCrestone, [email protected]
This presentation and all Alliance 2010 presentations are available for download from the Conference Site
Presentations from previous meetings are also availablePresentations from previous meetings are also available