MANAGE USER ACCOUNTS
Important inks:

• How to Reset Password your password
• How to update your name email or phone information
• User Account Transfer Process
• SIRAS Access Rights and Levels Chart
• How to Setup SST and 504 roles
   

There are 2 main user groups:

• General User:  General Users are linked directly to a student regardless of the school, district or SELPA.
• Admin User:  The Admin User (and there is a variety) are linked to either the school(s), district(s) or SELPA.
  If the user does not have access to manager user accounts, instead they will see 'My Account'.  They will only have the ability to manage their own account.  Having access to manage users is an important responsibility that is why that only users who have specific Admin access can manipulate other user accounts. The User Account section has 6 tabs: User Account; Personnel Data; Edit Preferences; Students; Site Assignments; and User Audit.

"Choose User" button:  to modify an account you must first locate the user account.  Enter a few letters of the user name (first or last, whatever is most unique).  Use the filters to the right to locate groups of users with common districts/schools or common user access levels.

                                                
"Create New User" button:  is used to create a new user.  SIRAS will not allow duplicate users.  If trying to create a new users and you get an error message indicating that a user with the same name already exists you will need to contact the SELPA CASEMIS Clerk or [email protected] who can Reactivate the user or Transfer or Add the user to your district/school.

When creating a new user,

• Make sure to use firstname.lastname all lower case as the username.
• Click the Assign Default Password 
• Fill in the First name
• Fill in the Last name
• Fill in their work email (must be unique)
• Click the Create New User button
• Once the User account has been created, please note the temporary password displayed at top of page.
• Send user their username, temp password and the login url you use for Siras.

                                        

User Account tab

        
Click the "Edit Account Detail: (your username)" located at the bottom to open account fields.
"Update User" button:  updates changes made to the user account.

    
"Reset Password" button:  removes the existing password and replaces it with [  Siras access  ] (Capital 'S' and a space between Siras and access.
"Deactivate User" button:  (depending on the SELPA this may not be accessible)

Username is the name that you would log in with.  It must be unique to any other user without spaces.  The user name does not show up on any of the form.
Password must be at least 8 digits and must be entered twice to confirm.
First/Last Name is the name that will be on the forms.  It does not necessarily have to be unique like the username.  User should fill in the phone and email address as this will be distributed as an auto enter to the forms.
User Access:  This is where the user is assigned their level of access to SIRAS.  The default is "General User".

Access Levels:  for details refer to 'Siras Access Rights and Levels Chart' Configure Siras Access Rights and Levels Chart 
     " "SELPA Level Access" has access to all the records within the SELPA.
     " "District Level Access" has access to all the records within the district(s).
     " "School or Charter School Level Access" has access to all the records within the school(s).
     " "Read Only" limits users to only be able to view records.

1. CALPADS Clerk - this is the highest level of access and should only be given to users who actually need this level of access.  They would be responsible for managing user accounts, manage transfers, resetting passwords, creating new accounts, assigning students, assigning schools, unlock MIS Summary page, reactivate meetings, etc.
2. District Admin 1- has the same access as a CASEMIS clerk but they are not able to create new users.  This assess should be given to directors and trusted program specialists.
3. District Admin 2 - has the ability to add/remove school and providers to student records.  No access to manage users.
4. School Admin 1- request and submit school transfers and add/remove school and providers to student records.
5. School Admin 2- add/remove school and providers to student records.
6. Translator - only has access to records that have the 'Translation Required' checkbox checked for a meeting and the 'Complete' checkbox not checked.
 

Personnel Data tab

 

Edit Preferences tab
You can change the skins and submitted record / completed form icon for the selected account.

            

Students tab
     Assign students to a Provider. en masse:

            

          1. FIRST select the role of the provider
          2. In the 'Choose Student' list, click the checkbox located to the far right of the students you want to add to the selected user account. (hint, use the Search to obtain a found set.)

        

         3. When completed selecting the students, scroll all the way up to the top of the list.  Click the > button located at the very top of the checkboxes and select "Find Only Marked"

                                

         4. This will create a found set of all the selected records.  At the top right hand corner will be a button after the "Find Only Marked" is selected "Assign all Found Students to:  (user name)"

                                
 

Site Assignment tab
There are two columns, one column lists the district and schools in a sub folder.  Drag and drop the district(s) or school(s) that the user would have access to into the column on the right.  You can make a district/school the default.  That means when the student logs in that will be the district/school readily available to that user.  To toggle between the other district/schools the user should click on the school house in the upper right corner and select the district/school to access.

First select the district:

        

Second select the school is the user is assigned as a School Admin:

        

Third, select the button "Assign Selected Provider" button

You can make a district/school read only by checking the 'read only' checkbox to the right of the district/school that had been dragged and dropped from the list of district/schools in the left hand column.

User Audit tab
This logs the selected user's history of their activity when in SIRAS. It will log what they have done and when they have done it. These logs are subject to the most important fields.

Note 1:  If new schools need to be added, contact Siras Systems and make this request.  We will need the CDS code for the school, the address, phone and fax.
Note 2: New user 'Roles' can be developed by Siras Systems containing with chosen rights.  Refer to the  'Siras Access Rights and Levels Chart' for a list of rights.

Steps to Remove a User Account:

1) find the name under Manage Users and click edit.

2) click on student tab, look at bottom, click 'show inactive'

3) click on Select All

4) click remove  (this removes all user-student associations)

5) click on Districts/School tab

6) remove all district and school listings by clicking the 'remove' link for each one.