Manage Guest Student Access

Other Identities functionality is also used for registering Guest Students in Schools and TAFE to gain a DET User ID and password to access the DoE and TAFE Network. Expiry dates are set to remove Network access once the Student leaves DoE or TAFE.

This funtionality is used by TAFE Support and Service Desk staff (TAFE Guest Students) and ICT Service Desk staff (School Guest Students).

Note – A Service Desk call must be logged for Administrator access to perform this function.

Description of Roles

There are several roles available for students. Access to the DoE Network is governed by the Business Rules set up for each specific role. These rules govern Internet filtering levels.

Students’ Portal views:

  • School Students see School Student Portal views according to their School year, ie. K - 6 and 7 - 12
  • TAFE Students see the TAFE Student Portal view with an appropriate level of internet filtering according to their age, ie. Under 18 or Over 18

Figure 1 - Shows Guest Student Roles:

DET Guest Student School Guest Students requiring DoE Network access and email
DET School Student Browse School Guest Students requiring Internet Browse access only
TAFE Guest Student TAFE Guest Students requiring DoE Network access and email
TAFE Guest Student Browse TAFE Guest Students requiring Internet Browse access only

Important

  • Ensure that you select the appropriate role for the student so that correct access to the DoE/TAFE Network is assigned.

Other Identities - Add

This is used to register Guest Students who require access to the DoE Network.

Click on Other Identities - Add in the left hand panel. This will open Add Other Identity page.

Figure 2 - Shows Personal Details section on Add Other Identity page:

../_images/studentadd.png

All the fields designated with an asterisk are mandatory for completion. Select appropriate criteria from the drop-down menus and Lookup options to ensure accurate details are entered for Location and Authoriser.

TAFE Students roles just require Org Unit type and Org Unit Code as for Staff. However, as soon as you select a School Student role, the Scholastic Details option will be displayed, ie. Scholastic Year and Roll Class.

Figure 3 - Shows Account Details, Authorisation Details and Scholastic Details sections on Add Other Identity page:

../_images/studentscholastic.png

Once all applicable fields are completed, click <Authorise> as for staff.

Figure 4 - Shows Authorise button at bottom of Add Other Identity page:

../_images/studentauthorise.png

Other Identities - Search/Update

This is used to update or remove access for Guest Students once they leave Schools or TAFE. Removing this access will remove all auto-generated accounts.

You can search on any or a combination of all available criteria. For example:

  • Enter criteria in the Name - Last and Name - First fields and click Search
  • Or similar to the General Search function, you can refine the search using Role and the drop-down menus for Organisational Unit and Organisational Unit Code.

Figure 5 - Shows Search Other Identity page with search results displayed:

../_images/studentsearch.png

The resulting list can be exported to a file as per Export Options in Read-Only General Search.

Click on the appropriate student to open the Modify Other Identity page, as per Other Identities - Search/Remove above.

Figure 6 - Shows Personal Details section on Modify Other Identity page:

../_images/studentmodifyother.png

Update the required criteria, eg. Expiry Date, Org Unit Code, Scholastic year and Roll Class and click <Update>.

Figure 7 - Shows Account Details, Authorisation Details and Scholastic Details sections on Modify Other Identity page:

../_images/studentupdate.png

Figure 8 - Shows Update button at bottom of Add Other Identity page:

../_images/studentupdate2.png

Notify update as per normal process through the Remedy Incident that was requested.

Password Reset

Passwords for students are reset using EBS4 and EMU (both singular and in bulk). Please follow User Guides in both applications for instructions.