Granting Online Access

Two things are required for a person to have online access to College Office:

  • They must be given credentials in order to be authenticated by the system
  • They must have an assigned role in order to be authorized by the system

Granting Online Access for the First Time

To grant credentials and enable online access, click the button on the lower right of the Person View Form.

  • Primary Email: the person must have a primary email in order to have online access.
  • Username for Online Access: College Office prefills this field with a suggested username, but you may override this suggestion (the system will let you know if the username you enter is already assigned.)
  • Create Username: click this button to create the username and College Office will automatically send an email to the person with their username and a randomly generated password.
  • All other buttons are disabled except for the Close button.

Managing Online Access

To manage the online access of a person who has already been granted access credentials, click the button on the lower right of the Person View Form.

  • Delete Username: click this button to remove the username from the person (and therefore also disable their online access.) Only do this if the person requested to be assigned a different username.
  • Unlock User: College Office will lock out a user who enters a wrong password five times in a row within a couple minutes. Click this button to unlock them.
  • Reset Password: click this button to generate a new random password for the user which will be emailed to them by College Office.
  • Disable Access: click this button to disable this person's online access without deleting their username. Then click this button again (labeled Enable Acces) to re-instate their online access.
  • All other buttons are disabled except for the Close button.

Assigning Roles

The username and password enables College Office to identify a person, the role assigned to them enables College Office to determine what they are authorized to view and possibly modify.
Roles are assigned via the Person Edit Form which is accessed by clicking the edit button on the lower right of the Person View Form.
There are currently 4 roles available:

  • Administrator: this role should be assigned in combination with the Registrar role: it gives the person access to the setup forms.
  • Registrar: this is the standard role for an employee of the registrar's office, it gives then access to the registrar module
  • Instructor: this is the standard role for any instructor, it gives them access to the instructors module.
  • Student: this is the standard role for any student, it gives them access to the students module.

© 2017   College Office • Updated: 07/24/17
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