Access to ProTools is granted to eligible North Carolina education professionals. To gain access to ProTools, you must first have a CFNC.org account with your school-issued email address. Once you have established your CFNC.org account, you can request ProTools access from your District or School-Level ProTools Administrator. If you do not know your ProTools Administrator, you can request access via ProTools Help using the Submit a Request form. Select "Request New ProTools Account" in the topic drop-down list and complete the necessary information.
If you cannot access your CFNC.org account (forgot password or username) or you are having issues creating a new account, please call 866.866.CFNC (2362) and select option #5 or email email@example.com.
If you want to request a School-level Administrator role, you can request through your District-level Administrator. If this is not feasible because your organization is not in a district or you do not know your District-level Administrator, you can submit a request through ProTools Help.
If you want to request a District-level Administrator role, you can submit a request in ProTools Help.
One helpful feature of ProTools is the ability for schools and organizations to offer granular permissions to features for their ProTools users. This means that not all ProTools users have access to all features since permissions are controlled at the Administrator level for each organizational unit (such as a school, college, district, or organization).
Here are the three roles within ProTools:
- ProTools User - able to access ProTools and use features based on the permissions granted by an Administrator.
- School-level Administrator - able to add and remove access and permissions for school-level ProTools Users, except for Finish the FAFSA access.
- District-level Administrator - able to add and remove access and permissions for school-level Administrators and school-level ProTools Users, except for Finish the FAFSA access.
If you are a ProTools User and would like to request additional permissions, please contact the ProTools Administrator at your school or organization. If you don't have an Administrator or don't know who they are, please submit a request in ProTools Help for assistance.
If you are interested in Administrator rights and how to request them, you can learn more in this article: View Accounts.
Eligible ProTools users directly employed by multiple schools may have access to more than one school at a time. For example, educators employed at the district office may have access to the schools within their district.
If you change schools or end employment, you must notify your District or School-Level ProTools Administrator. If you do not know your District or School-Level ProTools Administrator, please email firstname.lastname@example.org with a notice of your school change or end of employment. Access to ProTools should be terminated when changing schools or ending employment. If you change schools and need ProTools access at your new school, request access from your new District or School-Level ProTools Administrator, or Submit a Request on ProTools Help.
In order for a student to display within your school's ProTools account, the student must have your school/organization selected as their primary connection within their CFNC.org account and have an accurate graduation year entered. To confirm or update their school connection and graduation year, students should log in to their CFNC account, click on the orange person icon in the top right of the page, and select My Profile.
In the first tab of My Profile, the student can make sure their Year of Graduation is correct.
In the School Connections tab, the student can make sure that their 1) primary (current) school connection, and 2) other connections are correct. Students must select your school/organization as their primary connection for you to view them in ProTools. Secondary connections are currently not viewable within ProTools.
The NC State Education Assistant Authority (NCSEAA) is responsible for FAFSA data and for managing access to the Finish the FAFSA report.
As you are working with students and the Transcript Tracking report, you'll find that requested transcripts can have a status of Completed, Requested, or Failed.
- Completed - A Completed status indicates the request has been processed successfully and is downloadable by the specified college.
- Requested - A Requested status indicates that the request has been queued but not yet processed. If the request is for a final transcript, it will remain in the Requested status until grades are finalized by the student's school at the end of the year.
- Failed - A Failed status indicates there was a problem processing the request. If the status is Failed, students should receive an email indicating the type of error.
There are two general error types for transcript requests: 1) information mismatch and 2) data format. The student will receive an email explaining the error and the action they should take. If they come to you with questions, here are some details to assist.
Two General Error Types
- 1. Information Mismatch
- The first type of error is because the information provided for the request doesn't match what is in the PowerSchool record of the student. You should compare the information used to request the transcript to what is in PowerSchool. Last name, Date of birth, Gender, and NC Student ID are the fields that must match exactly including spacing, capitalization, and punctuation. You can see these details in the Transcript Tracking report. Have the student correct the error in a new request.
- Tip: high school graduates who have married and changed their names often forget that they need to use their name just as it was at the time of high school graduation (in PowerSchool).
- 2. Data Format
- The second type of error is caused by a data formatting error within the student's PowerSchool record. Begin by checking the student's PowerSchool record for any data that could have been entered improperly. Text in a numerical field, illegal characters (`,&,^,\,etc.), or other configuration issues could cause the problem. These issues are sometimes difficult to spot, and you might need to create a trouble ticket with PowerSchool support to resolve the issue. Unfortunately, this process can take time. If a student is close to a deadline for the transcript to be received, please recommend that the student send a paper transcript right away.
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