View Accounts

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:

  1. ProTools User - able to access ProTools and use features based on the permissions granted by an Administrator.
  2. School-level Administrator - able to add and remove access and permissions for school-level ProTools Users, except for Finish the FAFSA access.
  3. 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 District-level
Required Criteria:
  • Directly employed by the school (not contractual or temporary)
  • Full-time employee
  • Approved by principal or assistant principal
Required Criteria:
  • Directly employed by the district office (not contractual or temporary)
  • Full-time employee
  • Approved by superintendent, senior administrator, or superintendent cabinet member
Recommended Criteria:
  • Senior-most student services professional (e.g., Director of Counseling, Career Development Coordinator)
  • 1-2 per school
Recommended Criteria:
  • Senior-most student services officer (e.g., Chief Student Services Officer)
  • 1-2 per district
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

  1. 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.
  2. 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.
  3. 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.

Step 1 - View Step 2 - Search Step 3 - Set Permissions Step 4 - Review and Save

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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View Accounts Step 1

 

 

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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View Accounts Edit 1

 

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.

Click image to enlarge

View Accounts Edit and Remove

 

 

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