How to Manage Existing Users (2 minutes)

How to use the Clearinghouse secure site to manage an existing school user.

Resources

• Account Management Section of the School Secure Site Knowledge Base

Video Transcript

Today you'll learn how to use the Clearinghouse secure site to manage an existing School user.

[Screen of a hand resting on a mouse. Lower thirds stating the user administrator role is required and for colleges & universities, this role is typically held by Registrars.]

In order to manage an existing school user, you must have the user administrator role for your school.

[ Screen changes to the Manage Users for University Name. There is a table of users that includes clickable names, user id and roles. The first name in the table is selected.]

Open your list of all school users and contacts at your institution. To manage an existing user, select the user's name.

[Screen changes to the selected user's account details page. Personal Information section for the new user. Fields for name, title, address, email address, phone and fax number. There's also a column on the right with Account Details where a user id can be created and Query Access Permissions with a link beneath it and three checkbox options. Below the two columns is a table for org/service level roles with a submit button beneath it. Dark gray lower third with white text: Roles are different for secondary and outreach organizations.]

You'll be taken to the user's account details page. Here, you can modify the user query access permissions or user roles.

[Dark gray lower third with white text: Query Access Permissions are relevant only to colleges & universities.]

To view more details on each query permission, simply select the link to open a text box stating what the query permissions allow.

[Screen grays out and popup: 
The following query types are available to StudentTracker users. Please review the descriptions and grant access to only those parties who have a legitimate business need to view this sensitive student information.
Standard Student/School Queries: User has access to the secure portion of the Clearinghouse Web Site and can view student enrollment and notification histories as well as school level information such as your institution's transmission schedule and SSCR processing history.
Financial Aid Queries: User can view the Clearinghouse database to assist in the administration of financial aid, including deferring Perkins Loans, responding to student deferment inquiries, verifying and/or challenging cohort default rates, applying for additional work/study financing or Perkins Loan funding, and confirming the enrollment status of a student's sibling or parent. This access is usually granted to financial aid or business office personnel.
Admissions Queries: User can view the Clearinghouse database to verify an applicant's assertions regarding previous attendance at other institutions or determine the final enrollment decisions of applicants. This access is usually granted to admissions directors, institutional researchers, and/or enrollment managers.
Institutional Research Queries: User can view the Clearinghouse database to determine the subsequent educational experience of their drop-outs, graduates, and previously enrolled students. This access is usually granted to registrars, institutional researchers, and/or enrollment managers.

There's an Ok button at the bottom of the popup.]

Most of these pertain to StudentTracker access.

[The popup closes and screen returns to the user's accounts details page. When the mouse is hovered over a role, a small overlay with the description displays.]

Each user role which is listed in the blue table has a specific purpose. Some may be limited to a specific job title or number of users. Hover your mouse over a role name to see its description.

[Orange arrow points to Online Update role.]

Roles displayed in italics require the user to have access to the Clearinghouse secure site.

[The User's web id is highlighted.]

You have to assign a web ID in order to give the user web access. You can also deactivate user access, lock their account or reset their access. The Clearinghouse recommends schools review their list of users on a regular basis and delete the access of anyone who has left your organization. If you wish to delete a user profile, you should first note any critical responsibilities that need to be assigned to another user. If you need to reassign a required role, you will be prompted to do so. To finish, select submit at the bottom of the page. You'll get confirmation that your change to the record has been saved successfully. For more information, contact customer service at 7037424200. You can also email us at service@studentclearinghouse.org.