SESIS Security Guide for Principals

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Access to certain SESIS application functions and individual student data is granted based on staff role assignment in Galaxy. For most school staff, role assignment has happened automatically based on job title or assignment. Automatic assignments completed by the system cannot be removed. However, there may be staff members in each school who either have not been auto-assigned a role or cannot be auto-assigned a role. The latter includes roles such as the IEP Teacher and the Principal’s Secretary, which will need to be manually assigned. To ensure that your staff is able to access SESIS, it is highly recommended that the School Principal take the following steps in Galaxy prior to their SESIS deployment date:

- Review and confirm that all staff members who were automatically assigned roles have the proper role

- Add any additional staff members who may have been missed by the automatic assignment and assign them their proper role

It is important to note that it will take up to 24 hours for any changes in Galaxy to be reflected in SESIS. This document provides step-by-step instructions on how to perform this quick validation.

SESIS Security Guide for Principals

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SECTION I: SESIS ROLE QUICK VALIDATION STEPS:

1. Go to the Galaxy website (http://mygalaxy.nycenet.edu).

2. DO NOT LOG IN YET. You first must click on “Click Here to Change Settings.”

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3. The LogonSettings window will open. Click the triangle next to Galaxy Reports and select Role Management from the list, and click OK.

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4. Once you see “Role Management (Production Region)” displayed, log in to Galaxy as you normally would.

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5. By default, the Role Management screen displays ARIS role for your schools. You must click the “Role Category” dropdown and select SESIS.

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6. THIS STEP IS EXTREMELY IMPORTANT. Note that even though you selected SESIS, the screen is still displaying ARIS roles. You must re-select your district and school from the dropdown list to make the screen refresh with SESIS roles. Note that the dropdown might look different, listing only your district and school. This is normal – these instructions still apply.

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7. After selecting your district, select your school from the Location dropdown.

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8. The screen will now be refreshed and displaying SESIS roles for all the staff in your school. Review this list, and if you see someone who is missing a role, click on the user’s name to assign a role. NOTE THAT A USER THAT HAS NOT BEEN ASSIGNED A ROLE CANNOT LOG IN TO SESIS.

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9. Once you click on an individual’s name, the Role Access Assignment screen appears. To assign a role, click on the checkbox next to it and click Save.

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10. A confirmation screen will display listing the changes you are making. Click Confirm to continue.

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11. The role assignment is complete. Click OK to return to the Role Management screen.

SECTION II: ASSIGNING ROLES FOR A STAFF MEMBER NOT LISTED ON THE TO

1. At some point you may find it necessary to assign SESIS access to an individual who does not appear on your TO, either because this person is budgeted at another school or because he or she is not an employee of the DOE. Before assigning this person SESIS access, you must first add him or her to the People Not On My Budget section of your TO. To begin this process, log in to Galaxy as above.

2. From the top of school TO main page, select New Item and from the drop-down list, select Create New Item.

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3. This will bring up the Academy/Section Navigation screen. From the main school, go to the bottom of the list and click on People Not on Budget.

4. This brings up the People not on Budget info screen. Fill in each value on the screen as in the example, and click Save when finished. Note that you must use the individual’s real social security number when doing this. Putting in a fake value will result in system problems that can affect not only this user, but possibly users in other schools as well.

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5.

1. A final confirmation message will pop up. Click OK to get back to your Table of Organization. You will now be able to follow Parts II and III to assign SESIS roles to this individual.

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SECTION III: DELEGATING ROLE ASSIGNMENT TO ANOTHER PERSON

1. As a school leader, you have the ability to delegate to another member of your staff the right to manage SESIS roles for the staff in your school. Keep in mind, however, that you are ultimately accountable for any role assignments that this individual performs, so think carefully before delegating this responsibility. To delegate SESIS role assignment, follow the steps listed in Step II to bring you to the Role Assignment screen.

2. On this screen, check the checkbox next to SESIS Role Assigner and click Save to continue. 3. You will see a confirmation screen with the role changes you have entered. Click on the Confirm

button to verify that you want to make these changes.

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2. Click confirm to complete the process. A final confirmation message will pop up. Click OK to get back to your Table of Organization.