View Accounts is a powerful tool because it enables ProTools users with Administrator rights to view all ProTools Users within an organizational unit(s) (school, college, district, program), and control access and permissions for those ProTools Users. It's recommended to limit Administrator rights to one or two staff members per unit for both efficiency and clarity of responsibility. This article includes:
- Understanding user roles
- Requesting Administrator rights
- Responsibilities of Administrators
- Steps for adding ProTools Users
- Instructions for removing and editing ProTools User access and permissions
Understanding User Roles
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.
Requesting an Administrator Role
| School-level (not yet available) | District-level (now available) |
|---|---|
Required Criteria:
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Required Criteria:
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Recommended Criteria:
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Recommended Criteria:
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| Process: 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. |
Process: If you want to request a District-level Administrator role, you can submit a request in ProTools Help. |
Responsibilities of Administrators
The information that's accessible to ProTools users is sensitive because it contains personally-identifiable information (PII) and FERPA-protected data including academic transcript records. Some of the information is similar to what you'd find in a student information system like PowerSchool or Colleague. Because of this, it's important to carefully control who has access to your student data in accordance with the CFNC Privacy Policy. The language in this policy that's most relevant for you as an Administrator is section 4(a) where it explains to CFNC.org account holders that:
"Unless you do not specify a connection in your account, Your My CFNC profile will be associated with the specific school (such as a middle school or high school) or program (such as an in-school or after-school program) you select on CFNC.org. Information saved in your My CFNC profile will be made available to employees, volunteers, or contractors at the school or program you select and, if your school is a public high school, to employees, volunteers, or contractors at the district in which your school is located."
Accepting Administrator Privileges Comes with Three Main Responsibilities
- Granting ProTools access only to users specified above (employees, volunteers, or contractors). If you have any hesitations, please submit a request in ProTools Help to check.
- Granting only needed permissions to ProTools Users. Administration allows you to control permissions at the user level so, for instance, a volunteer or contractor for an after-school program might need permissions for career assessment results but not for Transcripts or Applications.
- Monitor changes in your staff that call for removing access or changing permissions. For instance, you'll want to include the removal of CFNC ProTools access to your list of needed actions when an employee leaves your team. At other times you may have staff who change roles and now need to have their permissions edited accordingly.
Thank you for working to make ProTools data secure and helpful for both professionals and the families we all serve.
Steps for Adding ProTools Users
Select the tabs below to view the steps for adding ProTools users.
If you in an Administrator role, you can click View Accounts to see a list of current ProTools Users within your school or organization. When you need to add a new professional user, click Add New User.
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Before you can add a new professional user, they must have a CFNC.org account using their official school/organization email address. They can edit their email address in My Dashboard > My Profile. Once this is ready, you can type that email address in Search for User, click Search, and then click Add on the card below.
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After you click Add, you'll now see the Access Card and Permissions Card.
- The Access Card indicates the school(s) or organization(s) to which you can grant access. If the list in the Access card is incorrect, please submit a request in ProTools Help. Select the appropriate school(s) or organization(s) for this user.
- The Permissions Card allows you to set additional permissions for this user beyond the basic set of permissions. You must select at least one to create the user. The basic set of permissions for anyone with ProTools access includes features such as the Dashboard and Student Finder.
Note: If you assign someone to be School-level Administrator, they will by default have access to all reports, except Finish the FAFSA reports, for their specific school or organization
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Now it's time to review and save. As an Administrator, you are responsible for granting access only to appropriate staff. Before you click save, review all the information to ensure that this is the correct user, the correct school or organization, and the correct permissions.
IMPORTANT: It is your responsibility to remove users from your school or organization if they leave your staff.
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Editing Permissions or Removing Access for ProTools Users
Go to Administration > View Accounts and click on the name of the ProTools user.
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Once you have selected the user, you can either edit their permissions or remove their account (see image below):
1. Select School/Organization - In the Access card, select the name of school or organization for which you need to edit permissions. The school's name will then show at the top of the Permissions card.
2. Edit Permissions - In the Permissions card, click to remove or add permissions.
3. Review and Save - Before you click Save, review your choices to ensure that this is the correct user, the correct school or organization, and the correct permissions. You should receive an on-screen confirmation of success after you click Save.
4. Remove Account - Clicking the Remove Account button removes all access for this person at the selected school.
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