P-12

Prekindergarten through Grade 12 Education

QUICK START GUIDE TO SEDDAS FOR PUBLIC SCHOOL DISTRICTS AND BOCES

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 6 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 personnel
      • Example:  School Business Administrator needs access to SAMS

Applications

  • C4E- Contract for Excellence
  • SAMS – State Aid Management System
  • IMF – Institution Master File (BEDS)/VADIR
  • IHRS- Impartial Hearing Reporting System
  • 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.

Super Delegated Administrator – Super DA

  • Can only be the school superintendent (no Super DA in nonpublic and charter schools
  • The Super DA can create other roles to assist in the administration of SEDDAS
  • Can perform all of the functions within SEDDAS

Delegated Administrator - DA

  • Can be designated by the school superintendent
  • Perform the function of Account Administration
  • Will be the Principal/CEO of nonpublic or charter schools
  • Create, update, disable and re-activate user accounts
  • Reset user passwords
  • Can create an Entitlement Administrator who will grant access to applications

Entitlement Administrator - EA

  • Can be designated by the school superintendent or 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.

The Superintendent must determine: 

 I will manage the accounts and access to the SED applications.

NOTE:  If the Superintendent (Super DA) chooses not to assign the functions to other staff, the superintendent must perform all of the functions in SEDDAS.

                                                                        OR

 I will assign the responsibilities of DA and EA to one or more district staff.

NOTE:  It is also important to remember that when there is a change in superintendent or principal in any public school district, regular public school, charter school, nonpublic school or BOCES, 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

Technical Requirements

  • 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

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 in your district 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 may need to disable non-active employees that appear on the list

If the superintendent has decided to assign the roles of Delegated Administrator (DA) and Entitlement Administrator (EA) to other staff (for example: Administrative Assistant, Assistant Superintendent) 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

    You will get a list of all the buildings in your district plus the district name.

            Select the appropriate Institution by clicking on the radio button at the left 

Important:  Do not assign a person to a specific building unless they are employed in that building and they are only going to manage accounts in that building.  Staff who are going to be managing accounts for the district need to be assigned to the district. 

On the next screen you will need to enter phone, email and title to continue.

It is important to note that unless the Superintendent has assigned the role of Delegated Administrator to another staff person, the Superintendent (Super DA) will have to create new user accounts.

STEP 3:  ENTITLE A DELEGATED ADMINISTRATOR AND ENTITLEMENT ADMINISTRATOR

If the Superintendent has decided to assign the roles of Delegated Administrator (DA) and Entitlement Administrator (EA) to other district staff, the superintendent must complete the following steps. 

REMINDER:  If the Superintendent (Super DA) chooses not to assign the functions to other staff, the superintendent must perform all of the functions in SEDDAS.

ENTITLE AN DELEGATED ADMINISTRATOR - DA

Click on Entitlements

Click on Entitle-Delegated Account System

Enter the Last Name of the person you have selected to be Delegated Administrator (DA)    Click on the radio button of the person you have selected

Select Role- Delegated Administrator

Click on Add/Change SEDDAS Entitlements

This person can now manage create and manage user accounts and passwords.

ENTITLE AN ENTITLEMENT ADMINISTRATOR -EA

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 you want this person to grant access rights to other users. (Use Control key to select multiple applications.)

            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 access to the applications found on the SED web based portal.

The Superintendent, DA and EA should determine which staff in the school district need accounts and access to certain applications.  For example, the School Business Administrator will need access to SAMS and therefore should have a User ID and password and have entitlement to SAMS.  The high school principal will need an account and access to the Examination Request System, etc.

More detailed instructions on the functions in SEDDAS can be found in the SEDDAS User Guide available in the SEDDAS Support tab within the program or on the following website: 

http://usny.nysed.gov/schooladmin/ .

A telephone help line will be available for a few months after the launch of the program.  The phone number is:  518-473-8832.

Last Updated: December 7, 2012