QUICK START GUIDE TO SEDDAS FOR NON-PUBLIC AND CHARTER SCHOOLS
The New York State Education Department has a number of web based applications that schools use to submit data or to request NYS exams. The applications are accessed via SED’s Web Portal and are protected from unauthorized use. SED manages access to the applications through a process of secure User IDs and passwords.
Beginning in the summer of 2008, SED will be utilizing a new system called SEDDAS (SED Delegated Account System) to manage access to these web based applications through SED’s Web Portal. SEDDAS allows designated school district personnel to create and manage User IDs and passwords for their own employees rather than going through SED.
The following is a brief description of the functions in SEDDAS and suggestions for how to get started.
Main functions of SEDDAS
- Account Administration
- Create, update, disable and re-activate authorized users within schools
- Manage user ID’s and passwords
- Entitlement Administration
- Grant access to protected web applications found on SED web portal to certain school employees
- Example: School Chief Financial Officer needs access to Mandated Services Aid
- C4E- Contract for Excellence (Public Schools Only)
- SAMS – State Aid Management System (Public Schools only)
- IMF – Institution Master File (BEDS)/VADIR
- IHRS- Impartial Hearing Reporting System (Public Schools only)
- MSA – Mandated Services Aid (nonpublic schools only)
- OSA – Examination Request System
NOTE: These are the ONLY applications handled by SEDDAS at this time. Other heavily used applications such as TEACH, nySTART and NYSSIS, use other means of authentication and are not managed by SEDDAS.
Roles for SEDDAS
SEDDAS has unique roles/titles that are used to perform the functions within the application.
Delegated Administrator - DA
- Will perform the function of Account Administration
- Will be the Principal/CEO of the nonpublic school
- Can create, update, disable and re-activate user accounts
- Can reset user passwords
- Can create an Entitlement Administrator who will grant access to applications
Entitlement Administrator - EA
- Can be designated by the Principal/CEO (DA)
- Perform the function of Entitlement Administration
- Entitle school staff access to applications
- Does not have any authority over account administration (User ID’s/passwords)
There is also an option in SEDDAS for a combined DA/EA role which allows one person to perform both duties of DA and EA. When the accounts are established by NYSED for the Principal/CEO of a non-public or charter school, they will be set with both roles.
NOTE: It is also important to remember that when there is a change in the principal or chief executive officer, the NYSED's Office of Information and Reporting Services (I&RS) must be formally notified so the SED Reference File (SEDREF) can be updated. SEDREF cannot be updated through SEDDAS. The following link contains information on updating SEDREF:
http://www.p12.nysed.gov/sedrefupdate.html GETTING STARTED
- Internet Explorer 6.0 or higher
- PC (no Mac’s)
- Disable pop up blocker
Log On to SED’s Application Portal at: http://portal.nysed.gov
Sign In using your User Name and Password. (This information will be sent to your school via “snail” mail in early September. It is being printed on pink paper for easier retrieval.)
Under My Applications select: State Education Department Delegated Account System (SEDDAS)
STEP 1: SEARCH FOR EXISTING ACCOUNTS
Click on Advanced Search to determine which personnel have accounts
Click on List All Users
You will get a list of all staff that already have accounts. Active employees that currently have access to web applications do not need to be reestablished with the new SEDDAS system. However you should disable non-active employees that appear on the list.
If the Principal/CEO has decided to assign the role of Entitlement Administrator (EA) to other staff (for example: Administrative Assistant) the other staff must first have an account (User ID and password). If school staff already have an account, you may skip to Step 3.
STEP 2: CREATE NEW USER ACCOUNTS
Enter the person’s First Name and Last Name
Enter the Institution- click on the arrow to the right of the box
Click on the Go button
NOTE: If you are a Diocese, you will receive a list of all the schools with the Diocese as the payee name.
Select the appropriate Institution by clicking on the radio button at the left.
STEP 3: ENTITLE AN ENTITLEMENT ADMINISTRATOR
Click on Entitlements
Click on Entitle-Delegated Account System
Enter the Last Name of the person you have selected to be Entitlement Administrator (EA)
Select Role- Entitlement Administrator
Select the Applications that this person will be able to grant access to, for end users. (In other words, for the EA to be able to entitle an end user to access MSA, MSA must be selected in this step.)
Click on Add/Change SEDDAS Entitlements
This person can now entitle accounts to give staff members access to the SED web based applications listed above.
THE NEXT STEP…CREATING ACCOUNTS & ENTITLEMENTS FOR OTHER STAFF
From this point, the management of the SEDDAS system can be performed by the DA and EA. They should work together to create accounts and entitle users with access to the applications found on the SED web based portal.
The school Principal/CEO and EA should determine which staff in the school need accounts and access to certain applications. For example, the chief financial officer/business manager will need access to Mandated Services Aid and therefore should have a User ID and password and have entitlement to Mandated Services Aid. The high school principal will need an account and access to the Examination Request System. Another school employee may need an account and access to the IMF.
More detailed instructions on the functions in SEDDAS can be found in the SEDDAS User Guide available in the SEDDAS Support menu option within the program or on the following website:
http://usny.nysed.gov/schooladmin/ (then click on SEDDAS) .
A telephone help line is available at: 518-473-8832.