NCEdCloud IAM Service

John Mairs

go.ncdpi.gov/DLEIAM124

Agenda

1. Introducing the NCEdCloud Status Page
2. Wider Availability of QR Code Cards for PreK-5
3. Data Source Review
4. Roles for Teachers, ITFs, Technicians, etc.

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Status Page

• status.ncedcloud.org�
• Always updated with system and sync statuses�
• New users not appearing? Portal / login not loading? Check here for known issues!

QR Code Badges

QR Code Badges

• Originally an opt-IN feature�
• As of December 2023, now an opt-OUT feature�
• One PSU opted-OUT for 4th and 5th grade. For all other PSUs, this is enabled in PreK (-3) through 5th grade

QR Code Badges Functionality

• The badge is an encoded representation of the student’s current username and password.
• Changing a student password invalidates any existing QR code badge!�
• Badges can be printed by teachers, student help desk, school student help desk, LEA administrators, and LEA data auditors.
• Teachers: People > My Students (QR Codes) - LEA n
• Admins: People > Print QR Codes - LEA n

QR Code Card Functionality

• Students can always use their usernames and passwords, regardless of whether a badge has been provided�
• Tips for printing QR code badges:
• It’s easiest for each teacher to print their own; administrators can only filter by grade level
• Use white or very light pastel cardstock
• Be mindful of lighting / visibility issues vs. camera quality

Data Source Review

NCEdCloud Student Data Sources

• PowerSchool is the authoritative source for most student information
• Student UID is authoritative for student UID numbers
• ECATS is authoritative for EC information�
• All student data for NCEdCloud is pulled from PowerSchool
• 8pm Sunday-Friday

NCEdCloud Student Data Source Diagram

NCEdCloud Staff Data Sources

• HR / Payroll systems are the authoritative source of most staff information
• HR / Payroll systems are synced to the Staff UID System by PSUs
• NCEdCloud pulls most data from Staff UID
• PowerSchool is authoritative for staff Schoolnet roles
• Email is not synced to staff UID; it is pulled from one of three possible locations:
• PowerSchool staff records
• LINQ staff records
• HRMS staff records Unsupported as of January 2024.
• Staff data pulls begin at 4pm Sunday-Friday.

NCEdCloud Staff Data Source Diagram

NCEdCloud Staff Email Process Diagram

NCEdCloud Staff Email Workarounds

While the HR staff email sources are unsupported, there are two workarounds…

1. Add impacted employees to the NC SIS. No access rights need to be granted.
2. Coming soon: NCEdCloud LEA Administrators can manually populate emails for individual employees.

NCEdCloud Populate A Staff Email Manually

NCEdCloud Staff Schoolnet Roles Diagram

Roles for Teachers, ITFs, and Technicians

Teacher Roles

• All teachers automatically have access to manage passwords and QR code badges for the students they teach.�
• Based on two factors:
• User has an object/purpose code aligned with a teaching position.
• User has a roster in the NC SIS.

Additional Roles

• All employees may “request” additional roles in NCEdCloud.�
• How to request a role (video)�
• Requests are sent for approval to the LEA Administrators on file or to NCDPI if there are no LEA Administrators.

Available Roles

• My Students for Non-Teachers
• Enables an employee who is not a teacher but has a roster in the NC SIS to act as a teacher in NCEdCloud. Ex., homeroom moderator, NCVPS coordinator, etc.�
• School Student Help Desk
• Enables an employee to manage student accounts at one school.

Available Roles

• School Help Desk
• Enables an employee to manage all user accounts (except LEA Admins) at one school.�
• School Analytics Dashboard Viewer
• Enables an employee to access NCEdCloud Analytics at one school.

Available Roles

• LEA Student Help Desk
• Enables an employee to manage student user accounts across an entire PSU.�
• LEA Help Desk
• Enables an employee to manage all user accounts (except LEA Admins) across an entire PSU.

Available Roles

• PSU Analytics Dashboard Viewer
• Enables an employee to access NCEdCloud Analytics across an entire PSU.�
• LEA Data Auditor
• Provides an employee “view-only” access to all PSU user accounts and source data report files.
• Does not provide for any user account management

Available Roles

• LEA Administrator
• The highest role available to PSU employees. An LEA Administrator can manage all user accounts across the PSU, access source data report files, access NCEdCloud Analytics, submit opt-in requests on the NCEdCloud Website, and submit help desk tickets to Identity Automation.

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“Single” Role vs. Multiple Roles

Privileged roles available in the NCEdCloud IAM Service were originally PSU-wide and lacked the ability to restrict support to a single school. School roles were added to fill that need. However, if a staff member has a higher level role, there is no need to request or grant lower level roles, as they’re redundant.

• Single Role per Staff member
• LEA Administrator role supersedes Help Desk, which supersedes School Help Desk, etc.
• Exceptions:
• An LEA Data Auditor might benefit from a help desk role if needed (original thought was that Data Managers wouldn’t be resetting passwords)
• Staff covering more than one school in a larger district might need an additional School Help Desk role(s)

Roles: Best Practices

• Ensure each school has at least one “help desk” user�
• Ensure your PSU has at least two LEA Administrators�
• All privileged roles require Multi-Factor Authentication�
• Roles can only be revoked by the user themselves -or- automatically when a user becomes inactive at a PSU
• Emergency termination of a role? Contact IDAuto Support!

NCEdCloud 2023 In Review

In case you missed it…

• Regenerate Student Default Passwords
• NCVirtual available statewide
• Expanded MFA availability
• Classlink Seamless Login
• RapidIdentity Studio

Questions?

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