Managing Accounts

A single super division account holder manages accounts for division users and super school accounts. For each school, a single super school account holder manages accounts for school users. Each super state, super division, and super school account holder can share the account management permission with other users. This can be helpful when super account holders have a large number of user accounts to manage. However, it is important to remember that division users and school users with account management permissions can create and modify accounts for other users. Super account holders and users with account management can

• Create new accounts
• Modify permissions for an existing user account
• Change the email address associated with a user account
• Reset a user's password
• Deactivate an account
• Reactivate a previously deactivated account

Managing Accounts

Creating and Modifying State Users

Creating an Account

To create a state user account, click the Admin link at the top right of any VVAAS page. In the Admin menu above the list of users, select Create a New User and enter the requested information.

Entering Basic Information

Assigning Access

On this page, select the divisions and schools that the user should be able to access in the reporting. When you choose a division, the user will be able to view all division reports for that division and all school reports for all schools in that division. When you choose an individual school, the user will be able to view all school reports for that school.

Student Report Access: If you choose Yes, the user will be able to view all student reports for the divisions and schools you've included in the user's assigned access.

Confirming Selections

Use the confirmation page to verify the selections you made.

Send email to user: This box is checked by default. If you leave it checked, the user will receive an email with a description of their account permissions and their account credentials when you finish creating or modifying the account.

Modifying an Account

To modify an admin account or a user account, navigate to the list of users, click on the user's name, and follow the instructions on each page. For more information, refer to the steps above for creating an account, beginning with the Basic Information page.

Modifying Access

Super school account holders automatically have access to all school and student reports in their own school. Access to additional reports can be assigned, including division reports, school reports for other schools, and student reports for other schools. When you choose a school in the Available Schools list, the user will be able to view all school reports for that school. To also grant access to student reports at the selected schools, check the box below the list of schools in the Assigned Additional Access list.

Division users with the account management permission cannot see or manage the accounts of other division users with the account management permission.

Managing Accounts

Creating and Modifying Division Users

Creating an Account

To create a division user account, click the Admin link at the top right of any VVAAS page. In the Admin menu above the list of users, select Create a New User and enter the requested information.

Entering Basic Information

Account Management: This option grants the user access to the account management tools in the Admin section.

• Super state, super division, and super school accounts automatically have the account management permission.
• A division user with the account management permission can create, modify, and deactivate accounts for Division users who do not have the account management permission and all super school account holders.

• Division users with the account management permission are given access to all reporting for the division. An option to remove access to all reports, but retain account management, is available when you create or modify the user's account.

Assigning Access

On this page, select the schools that the user should be able to access in the reporting. When you choose a school, the user will be able to view all school reports for that school.

Student Report Access: If you choose Yes, the user will be able to view all student reports for the schools you've included in the user's assigned access.

Confirming Selections

Use the confirmation page to verify the selections you made.

Send email to user: This box is checked by default. If you leave it checked, the user will receive an email with a description of their account permissions and their account credentials when you finish creating or modifying the account.

Modifying an Account

To modify an admin account or a user account, navigate to the list of users, click on the user's name, and follow the instructions on each page. For more information, refer to the steps above for creating an account, beginning with the Basic Information page.

Modifying Access

Super school account holders automatically have access to all school and student reports in their own school. Access to additional reports can be assigned, including division reports, school reports for other schools, and student reports for other schools. When you choose a school in the Available Schools list, the user will be able to view all school reports for that school. To also grant access to student reports at the selected schools, check the box below the list of schools in the Assigned Additional Access list.

Division users with the account management permission cannot see or manage the accounts of other division users with the account management permission.

Managing Accounts

Creating and Modifying Super School Accounts

Creating a super school account is a two-step process. First the account is created and assigned. Then, the access is modified to assign additional permissions.

To view a Super School account, click the Admin link at the top right of any VVAAS page. The list of Super Schools is displayed. By default, all schools appear in the list whether they have an super account holder or not. Use the menu above the list to view a list of schools that don't have a designated super school or a list of deactivated Super School accounts.

Schools With an Existing Super School: Before you can create a new Super School account, you must deactivate the current Super School account. To do so, click the name of the school. In the School Options box, click Deactivate admin account and follow the instructions. For more information, see Deactivating Accounts.

When you are finished deactivating the account, no super account holder will be displayed for the school in the list of Super Schools.

Schools Without a Super School: Click the name of the school. In the School Options box, click Add an admin and follow the instructions.

You will be asked to enter information, choose options, and decide:

• which types of reports the user should be able to access
• which schools the user should be able to access in the reporting
• whether the super school account holder should be able to access reports for other schools

Entering Basic Information

Confirming Selections

Use the confirmation page to verify the selections you made.

Send account info: This box is checked by default. If you leave it checked, the user will receive an email with a description of their account permissions and their account credentials when you finish creating or modifying the account.

Modifying an Account

To modify an admin account or a user account, navigate to the list of users, click on the user's name, and follow the instructions on each page. For more information, refer to the steps above for creating an account, beginning with the Basic Information page.

Modifying Access

Super school account holders automatically have access to all school and student reports in their own school. Access to additional reports can be assigned, including division reports, school reports for other schools, and student reports for other schools. When you choose a school in the Available Schools list, the user will be able to view all school reports for that school. To also grant access to student reports at the selected schools, check the box below the list of schools in the Assigned Additional Access list.

Send account info: This box is checked by default. If you leave it checked, the user will receive an email with a description of their account permissions and their account credentials when you finish creating or modifying the account.

Managing Accounts

Creating and Modifying School User Accounts

Creating an Account

To create a school user account, click the Admin link at the top right of any VVAAS page. In the Admin menu above the list of users, select Create a New User and enter the requested information.

Entering Basic Information

Account Management: This option grants the user access to the account management tools in the Admin section.

• Super state, super division, and super school accounts automatically have the account management permission.
• A school user with the account management permission can create, modify, and deactivate accounts for school users who do not have the account management permission.

• School users with the account management permission are given access to all reporting for the school. An option to remove access to all reports, but retain account management, is available when you create or modify the user's account.

Assigning Access

On this page, choose whether the user can view school and student reports for your own school. You can choose either option or both.

If you have already created Custom Student Reports, you can also choose to share them with this user. If you select this option, you will select specific Custom Student Reports to assign on the next page.

If you have access to reporting for other schools in the division, you can share that access with this user. Once you have selected the schools this user should be able to access, choose whether the user can view school and student reports for those schools. You can choose either or both.

Confirming Selections

Use the confirmation page to verify the selections you made.

Send email to user: This box is checked by default. If you leave it checked, the user will receive an email with a description of their account permissions and their account credentials when you finish creating or modifying the account.

Modifying an Account

To modify an admin account or a user account, navigate to the list of users, click on the user's name, and follow the instructions on each page. For more information, refer to the steps above for creating an account, beginning with the Basic Information page.

Modifying Access

Super school account holders automatically have access to all school and student reports in their own school. Access to additional reports can be assigned, including division reports, school reports for other schools, and student reports for other schools. When you choose a school in the Available Schools list, the user will be able to view all school reports for that school. To also grant access to student reports at the selected schools, check the box below the list of schools in the Assigned Additional Access list.

Division users with the account management permission cannot see or manage the accounts of other division users with the account management permission.

School users with the account management permission cannot see or manage the accounts of other school users who have the account management permission.

Managing Accounts

Changing a User's Email Address

An super account holder or user with the account management permission can change the email address associated with a user's account at any time. To do so, click on the name of the user whose account you want to update. In the options box, click Change Email and follow the instructions. After you finish, all future emails from the system will be sent to the updated email address.

Managing Accounts

Resetting a User's Password

An super account holder or user with the account management permission can reset a user's password at any time. To do so, select the account and in the options box, choose Reset password. When you finish, the system will send a new randomly generated password to the email address associated with that user's account. The user will be required to change this temporary password the first time they log in to the reporting.

Managing Accounts

Deactivating an Account

When an account is no longer needed, it should be deactivated. Super account holders and users with the account management permission can deactivate the accounts that they manage. To deactivate an account, select the account, and in the options box, choose Deactivate. When you complete the deactivation, the system will send an email to the user explaining that the account has been deactivated. To prevent this email from being sent, uncheck the Send deactivation notice box.

The deactivation takes effect immediately, and the user will no longer be able to access the reporting.

Reactivating an Account

When an account is deactivated, it remains in the system and can be reactivated at any time. Super account holders and users with the account management permission can reactivate the accounts that they manage. To reactivate an account, start on the page that lists all accounts. Choose the appropriate account type from the menu above the list. Then choose to view the deactivated accounts. Select the account you would like to reactivate and follow the instructions. If the reactivated account will replace an existing super account, you can choose to send the notification email to both users.

Managing Accounts

Sharing Account Management

Each super state, super division, and super school account holder can share the account management permission with users whose accounts they manage. A super division can share account management with a division user. Similarly, a super school account holder can choose to share account management with school users. Sharing account management can be helpful when the super account holder has a large number of accounts to manage. However, when granting this permission, it is important to remember that it enables the user to create new VVAAS accounts and to modify access on existing accounts.

Managing Your Account

Once the super account holder has created your account, you immediately have access to the reporting with the login information that was emailed to you. The first time you log in, you are required to change the system-generated password that you received in the email. After that, you can change your password again at any time by clicking Account in the menu bar at the top of the page.

Changing Your Password

To change your current password, click change.

• Enter your current password.
• Enter your new password. It must be at least 15 characters in length.
• Enter your new password again to confirm it.
• To finish changing your password, click Submit.

Passwords must meet the following requirements:

• Must be at least 15 characters but no more than 50 characters in length
• Must contain a combination of letters, numbers, and one of the following special characters !@#$%&*.,
• Cannot include more than 2 of the same letter in a row
• Cannot have more than 4 sequential letters (abcd) or numbers (3456) in a row
• Cannot contain VVAAS
• Cannot contain your first or last name
• Must not be your previous password

Changing Your Name or Email Address

To change your name or email address, click change and type the correct information into the appropriate fields. When you have finished changing your account information, click Submit to save the changes. If you want to undo your entries, click Cancel to clear the form.

Settings

Occasionally, you might want to demonstrate the reporting to others but preserve the privacy of the reporting while doing so. You have the option to hide the names of accessible divisions, schools, teachers, and/or students as you see fit. Click hide to conceal names. To make names visible again, click show.