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TeacherPortal Administrator Guide

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Administrator Access

Administrators and non-administrators access TeacherPortal from the same Login page. To access the TeacherPortal Administrator pages, log on to TeacherPortal with an administrator user ID. Upon successful log on, the Administrator Options page is displayed.

NOTE: Administrative user accounts are retained from year to year, unlike teacher accounts. Teachers must re-register each year before logging on, as all TeacherPortal non-administrative user accounts are deleted at the end of each school year.

User Name	Type your user name. Your user name is not case-sensitive.
Password	Type your password. The typed text is hidden. Your password is case sensitive.

❏ Click Login.

The Announcements page is displayed.

For security purposes, your password will expire periodically. If your password is expired, you are redirected to the Password Expired page before the Announcements page is displayed. Follow the instructions provided in the online Help for the Password Expired page.

Reset forgotten password.

Login Page > Reset Password

The Reset Password page allows you to reset a forgotten password or change your password. To reset your password, you must know your staff ID, user ID, and the correct answer to one of your password hint questions; otherwise, you must contact your campus administrator to have your account reset.

❏ From the Login page, click Reset Password.

The Reset Password page opens.

❏ To exit the Reset Password function without saving any changes, click Return to Login.

Reset Password

Staff ID	Type your six-digit district-assigned staff ID number.
User Name	Type the user name you created when you registered for TeacherPortal.

❏ Click Next.

If you entered the data correctly, the Security Question step opens.

Security Question:

Answer	One of your hint questions is displayed, as established in your User Profile. Type the answer to your hint question exactly as it appears in your profile.

❏ Click Next.

If you entered the data correctly, the Create New Password step opens.

Create New Password:

Password	Type a new password. You cannot reuse your last password. • The password must be 8-46 characters using three of the following: uppercase letters, lowercase letters, numbers, and special characters • Your password is case sensitive.
Confirm Password	Retype the password exactly as you typed it above. This step confirms that you typed your password as you intended.

❏ Click Finish.

Configure TeacherPortal.

NOTE: The functionality to upload a district logo has been removed. If a logo needs to be updated, it will need to be placed directly on the server with one of the applicable filename extensions below.

The following file types are acceptable:

(3 MB max)

PNG
JPG
JPEG
JPE

Once the transition is made to ASCENDER, the upload is available in District Administration.

TeacherPortal Admin > Admin > TP Settings

This page is only available to users who log on to TeacherPortal with a district- or campus-level security administrator user ID.

This page allows you to set several district-level configuration settings.

When you first log in to TeacherPortal as an administrator, you are required to complete the minimum of the following fields in order to use TeacherPortal:

Administrator Name
Administrator Email
Administrator Phone

❏ Under Special Notice and Hours of Operation:

Special Notice	Use the text editor to type the special notice which is displayed on the TeacherPortal Login page. If blank, the notice is not displayed on the Login page.
Hours of Operation	Use the text editor to type the hours of operation which is displayed on the TeacherPortal Login page. If blank, the hours of operation are not displayed on the Login page.

❏ Under Attendance:

Tardy Time	Type the number of minutes tardy allowed during the ADA period (e.g., 10). If a student arrives to class after this number of minutes, the teacher should mark that student absent rather than tardy. If used, a message will be displayed on the TeacherPortal Post/View Attendance page to notify the teacher of this guideline.

❏ Under Session:

Session Timeout	Type the number of minutes before an inactive session expires (e.g., 30).
Session Warning	Type the number of minutes before a session expires that a warning message will be displayed. For example, if the warning message should be displayed two minutes before an inactive session expires, type 2.

❏ Under Administrator Contact Information:

Administrator Name	Type the TeacherPortal administrator's name.
Administrator Email	Type the TeacherPortal administrator's email.
Administrator Phone	Type the TeacherPortal administrator's phone number.

❏ Under Other:

Logging Off

Select this field if logging to the TeacherPortal log table should be turned off. Unselect it to turn it on. This setting is shown on the Admin > Admin Options page as Disabled if logging is turned off and Working if it's turned on. Logged Actions

Limit Class Role

Select True if access to TeacherPortal should be limited to teachers whose Class Role = 01 (Teacher of Record).

❏ Click Save.

❏ Under Email Authentication Verification:

Email Address	Type the email address to verify the SMTP settings.
Send	Click Send to send a verification email to the email address you supplied.

Enable various TeacherPortal features from TxEIS Grade Reporting.

Some district- and campus-level features are set in Grade Reporting.

Grade Reporting > Maintenance > TeacherPortal Options > District > Options

Enable or disable TeacherPortal for all campuses
Number of days before password expires
Location of student photographs
District-wide message for Announcements page

Grade Reporting > Maintenance > TeacherPortal Options > District > Hint Questions

Questions for password recovery

Grade Reporting > Maintenance > TeacherPortal Options > District > Administrative Users

Set up district-level administrative users
Set up multi-campus users

Grade Reporting > Maintenance > TeacherPortal Options > District > Stds-Based Conv Tbl
Grade Reporting > Maintenance > TeacherPortal Options > District > Stds-Based Grd Standards
Grade Reporting > Maintenance > TeacherPortal Options > District > Stds-Based Crs Setup

Settings for standards-based grading

Grade Reporting > Maintenance > TeacherPortal Options > District > Reading Levels

List of district-defined reading levels

Grade Reporting > Maintenance > TeacherPortal Options > Campus > Options:

Type of posting allowed (attendance, grades, or both)
Open/close the cycle for grade posting in TeacherPortal
Allow semester override
Allow attendance to be posted for a prior date
Allow teachers to add new assignment categories
Allow prior cycle grades to be modified
Allow teachers to submit discipline referrals from TeacherPortal
Allow teacher to create elementary skills-based report cards in TeacherPortal
Allow teachers to create and use rubrics in TeacherPortal
Allow teachers to add narratives on the Cycle Grades page
Indicate the weighting types allowed at the campus
Whether to display student special program information in TeacherPortal
Allow standards-based grading, whether teachers can select courses, and which conversion table to use
Campus-wide message for Announcements page

Grade Reporting > Maintenance > TeacherPortal Options > Campus > Teacher Profiles:

View date when teacher last updated grades
Modify teacher's security profile status (disable, unlock, reset)
Modify teacher's access level
View password expiration date
View date password last changed
Allow teachers to create groups

Grade Reporting > Maintenance > TeacherPortal Options > Campus > Categories:

Establish assignment categories

Grade Reporting > Maintenance > TeacherPortal Options > Campus > Administrative Users:

Set up campus-level administrative users

Grade Reporting > Maintenance > TeacherPortal Options > Campus > First Day Counts Ctrl:

Set campus-level options for Student Activation/First Day Counts
Inactivate students

Set up a TeacherPortal admin user.

Various levels of administrative access can be set for TeacherPortal. Each district should designate appropriate staff members at the district and campus level to manage ASCENDER TeacherPortal and ASCENDER ParentPortal.

A single administrator account can give a user access to both TeacherPortal and ParentPortal admin pages.

Access to TeacherPortal is established on district and campus menus in Grade Reporting.
Administrators can be given full maintenance access or inquiry-only access, and they can be given access to one campus, several campuses, or all campuses.
Campus-level administrators can also be assigned Discipline-only access.

NOTE:

ParentPortal administrative access allows user to:

Search for, review, impersonate, and delete ParentPortal accounts
Active or inactivate TeacherPortal access by date
Allow student discipline data, immunization, and test score data to be displayed for parents
Manage online forms and online registration fields, and campus/district setup to use Online Registration
View overall usage statistics for ParentPortal.

The admin page of ParentPortal can be accessed by adding /adminLogin.aspx to the end of the district’s ParentPortal URL.

IMPORTANT: Before beginning, review TeacherPortal > Security Administration to determine who has access to Grade Reporting > Maintenance > Gradebook Options.

❏ STEP 1. Create a Principal/Counselor or Instructor record.

Registration > Maintenance > Campus Profile > Campus Information Maintenance > Principal/Counselor

or

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor

❏ STEP 2. Set up district or campus administrator account.

Grade Reporting > Maintenance > TeacherPortal Options > District > Administrative Users

The district Administrative Users tab is used to set up administrative users who can access, change, or inquire about teacher data at any campus.

You can also set up multi-campus users who can access multiple campuses as an administrator, but do not have access to all campuses in the district.

TIP: When creating a district-level admin user, DO NOT select Multi Campus User. This option should only be selected when setting a campus-level user to have access to multiple campuses.

All districts need at least one district-level administrative user.

❏ Click +Add to add an administrative user.

The fields below the grid are enabled.

Staff ID

Type the employee's employee number, or click to select a principal/counselor or teacher.

NOTE: A staff ID can be set up as a district administrator or a campus administrator, but not both. However, the same staff ID with a unique user ID can also be used for creating a teacher login.

IMPORTANT: If you are setting up a teacher and a district administrator using the same Staff ID, you must add the teacher first, and then add the administrator.

The Status field is displayed in place of the Staff ID field (below the grid) once the record is saved, and it is set to Reset by default.

Click the Change Status button to change the status. The options are as follows:

Inactive - Prevent a user from logging on to TeacherPortal.

Reset - Reset a user’s account allowing that user to register using the New User link on the TeacherPortal Login page.

Multi Campus User

Select only if the user is not a district-level user. The field should only be selected for a campus-level user who needs administrative access to multiple campuses.

• When multi-campus users log on to ASCENDER TeacherPortal, they are prompted to select a campus from list of campuses they have been given access to.

• When multi-campus users log on to ASCENDER ParentPortal Admin, they will be able to impersonate only users at the campuses they have been given access to. Multi-campus users will have access to limited statistics are displayed on ASCENDER ParentPortal Admin > Admin Settings > Site Statistics.

When you select the field, a campus grid is displayed allowing you to select the campuses and levels of access for the user at each campus.

Access

Select for each campus you want to grant the user access to.

Type of User

Select the access level the user will have in TeacherPortal.

• Read Only - Allow inquiry-only access to all accounts. The user can view data for any teacher in order to verify information.

• Maintenance - Allow administrative access to all user accounts. The user can change grades, post attendance, and make other changes for any teacher at a campus. An administrative user cannot make changes to a teacher's profile.

• Discipline Only - Allow access to the Discipline Referral page only. No other TeacherPortal pages will be accessible. IMPORTANT: The Allow Discipline Referrals field must be selected for the campus on Maintenance > Gradebook Options > Campus > Options; otherwise, the campus will not be accessible to the user when logging on to TeacherPortal.

When you click Save, note that the Campus Access column in the grid will display the number of campuses the user has access to.

WARNING: If you clear the Multi Campus User field for a user, he will be given district-wide access.

Run Group Report

Select to give the user access to the student groups reports in TeacherPortal. If selected, the Special Programs field is displayed on the Student Grades Report Selection page in TeacherPortal allowing the user to produce the report for a selected group of students, including students in generic programs.

User Name

Type the employee's user name. The user name is only displayed below the grid so that only one user name is visible at a time.

The user name is not case-sensitive must meet the following criteria:

• Unique in the district
• 6-8 alphanumeric characters

Type of User

Select the access level the user will have in TeacherPortal. This field only applies to district-level users; the field is disabled if Multi Campus User is selected.

Read Only - Allow inquiry-only access to all accounts. The user can view data for any teacher in order to verify information.

Maintenance - Allow administrative access to all user accounts. The user can change grades, post attendance, and make other changes for any teacher at a campus. An administrative user cannot make changes to a teacher's profile.

NOTE: The Discipline-only option is only available for campus-level TeacherPortal administrators.

Name

The employee's full name is displayed once the record is save.

❏ Click Save.

You are prompted to confirm that you want to add the new user. Click Yes.

In the grid, the following fields are displayed:

Date Grades Updated	The date on which the user last updated grades in TeacherPortal is displayed.
Password Expires	The date on which the user's password will expire is displayed. It is calculated using the district password expiration option and the date on which the user's password was created or reset.
Password Last Changed	The date on which the user last updated his password is displayed. The field is not updated if the user does not change his password.

❏ Click Save.

Click

to update the fields as needed. Click OK, and then click Save. The changes are displayed in the grid. Or, click Cancel to close the window without making changes.

Delete a row.

Grade Reporting > Maintenance > TeacherPortal Options > Campus > Administrative Users

The campus Administrative Users tab allows you to set up employees as campus administrative users who can access, change, or inquire about teacher data at their campus.

Any existing TeacherPortal campus administrative users are listed.

Multi-campus administrators who were set up on the district Administrative Users tab are listed too, but only if they have been granted access to the campus to which you are logged on.

❏ Click +Add to add an administrative user.

The fields below the grid are enabled.

Staff ID	Type the employee's employee number, or click to select a principal/counselor or teacher. NOTE: A staff ID can be set up as a district administrator or a campus administrator, but not both. However, the same staff ID with a unique user ID can also be used for creating a teacher login. The Status field is displayed in place of the Staff ID field (below the grid) once the record is saved, and it is set to Reset by default. Click the Change Status button to change the status. The options are as follows: Inactive - Prevent a user from logging on to TeacherPortal. Reset - Reset a user’s account allowing that user to register using the New User link on the TeacherPortal Login page.
User Name	Type the employee's user name. The user name is only displayed below the grid so that only one user name is visible at a time. The user name is not case-sensitive must meet the following criteria: • Unique in the district • 6-8 alphanumeric characters
Type of User	Select the access level the user will have in TeacherPortal. Read Only - Allow inquiry-only access to all accounts. The user can view data for any teacher in order to verify information. Maintenance - Allow administrative access to all user accounts. The user can change grades, post attendance, and make other changes for any teacher at a campus. An administrative user cannot make changes to a teacher's profile. Discipline Only - Allow the user will have access to the Discipline Referral page only. No other TeacherPortal pages will be accessible to Discipline-only users. NOTE: The Discipline-only option is only available for campus-level TeacherPortal administrators. Also, Allow Discipline Referrals must be selected for the campus on *Grade Reporting > Maintenance > TeacherPortal Options > Campus > Options; otherwise, the campus will not be accessible when the user logs on to TeeacherPortal. NOTE:* If you modify this field for a multi-campus administrator, the change will also be reflected on the district Administrative Users tab for the campus to which you are logged on. NOTE: If you modify this field for a multi-campus administrator, the change will also be reflected on the district Administrative Users tab for the campus to which you are logged on.
Run Group Report	Select to allow the user to run group reports in TeacherPortal.
Name	The employee's full name is displayed once the record is saved.

❏ Click Save.

You are prompted to confirm that you want to add the new user. Click Yes.

In the grid, the following fields are displayed:

Date Grades Updated	The date on which the user last updated grades in TeacherPortal is displayed.
Password Expires	The date on which the user's password will expire is displayed. It is calculated using the district password expiration option and the date on which the user's password was created or reset.
Password Last Changed	The date the user last updated his password is displayed.

Click

to update the fields as needed, click OK, and then click Save. The changes are displayed in the grid. Or, click Cancel to close the window without making changes.

Delete a row.

❏ STEP 3. Create a TeacherPortal account.

Navigate to the district’s TeacherPortal login page.

❏ From the Login page, click Create Account. The User Information page is displayed.

To exit without saving any changes, click Return to Login.

User Information:

Staff ID	Type your staff ID number.
Last Name	Type your last name
First Initial	Type the first letter of your first name.

❏ Click Next.

If you entered the data correctly, the Basic Information step opens.

Basic Information:

User Name	When creating the admin account, use the User Name created in Step 2.
Password	Type a password that you will use when you log on to TeacherPortal. • The password must be 8-46 characters using three of the following: uppercase letters, lowercase letters, numbers, and special characters • Your password is case sensitive.
Confirm Password	Retype the password exactly as you typed it above. This step confirms that you typed your password as you intended.
Current PIN	Type a four-digit numeric personal identification number (PIN) that you will use when you post data in TeacherPortal. Avoid using 1234, 4321, or all the same number, as these are common and easily guessed.

❏ Click Next.

If you entered all required data correctly, the Security Question step opens.

Security Question:

Question #	Select three questions to which you will provide an answer. The questions are asked in the event that you forget your password. You must select three different questions. You cannot repeat any questions/answers.
Answer	Type the answer to each question. If you forget your password, you will be required to answer the question correctly in order to recover your account. Be sure to select questions for which you will easily remember your answer. Answers are case sensitive.

❏ Click Next.

If you entered all required data, the Complete page is displayed.

❏ Click Finish.

The Announcements page opens.

The TeacherPortal and ParentPortal Administrator account is now setup and the user is logged in.

NOTE: To log on to the ParentPortal Admin account you will need the district's admin URL for ASCENDER ParentPortal. For example, if the district's ASCENDER ParentPortal URL is https://district.regionxx.net:2222/ParentPortal/login?distid=cccddd, then the district admin ASCENDER ParentPortal URL is https://district.regionxx.net:2222/ParentPortal/adminLogin?distid=cccddd (adminLogin instead of login)

Access student data:

:

As an administrator, there are two ways to access student data:

Impersonate a teacher then use TeacherPortal as that teacher.
Use the Admin - Student Grades page to search for a student and view semester exam grades, semester and final averages, and credits awarded.

Impersonate a teacher.

Admin > Admin Options

This page is only available to users who log on to TeacherPortal with a district- or campus-level security administrator user ID.

This page allows you to select the teacher for whom you want to log in with administrator privileges. After you select a teacher from this page, you can access TeacherPortal as if you were that teacher; however, there are some differences:

The Admin menu is displayed in the main menu. Click Admin to return to this page to select another teacher.
In the Settings menu, the Update Admin Profile menu item appears instead of Update Profile.

There are multiple levels of administrator access:

Administrator with full access - You can perform all functions, including saving, posting, and printing.
Inquiry-only access - You can view all pages, but all buttons (except Print buttons) are disabled. Even if you change data in a field, you cannot save changes, so all changes will be lost when you leave the page. Inquiry-only users can print data.

Any changes you make while you are logged in as an administrator are logged with the administrator user ID. This allows you to distinguish between changes actually made by the teacher and changes made by an administrative user.

Run as Teacher

Select Campus

Select the campus of the teacher you want to impersonate.

If you are a district-level administrator with “all campuses” access, all campuses in the district are listed.

If you are a multi-campus-level administrator with “multiple campuses” access, the campuses you have been given access to are listed.

If you are a discipline-only user for a campus, the campus is only listed in the drop down allowed by the district.

Select Teacher

The list is filtered according to the selected campus and includes all teachers at the campus who currently have a user ID for TeacherPortal.

The list is sorted alphabetically by the teacher's last name and includes the instructor ID.

If a teacher teaches at more than one campus, the teacher's name is displayed for each campus.

Once you select a campus and teacher, the campus name, teacher name, and instructor ID are displayed in the left-side navigation bar.

Select a page from the main menu to access a page.

Audit teacher activity.

Reports > User Log Report

This page is only available to users who log on to TeacherPortal with a district-level security administrator user ID.

The User Log Report provides a district-level report of all TeacherPortal user actions according to your specified criteria.

User logging must be turned ON by unselecting the Logging Off option on Admin > District Settings.

❏ Specify report options:

Primary Data Selection Options

Page	Select the TeacherPortal page to view user activity for, or select ALL to view activity for all pages.
User	Select the user to view user activity for, or select ALL to view activity for all users in the district.

If you make a selection in both fields, the results will include user actions for the user for the selected page only. You cannot select ALL for both fields.

Filtering Options

From To	To limit your search to a particular date range, type the beginning and ending dates.
Limit data by a specific action - Action	To limit your search to a particular user action (e.g., save), select the action.
Limit data by a keyword in the action detail - Action	(Optional) To further limit your search, type an action. This is a free-form search that will return any matches that occur in the Action Detail column in the TeacherPortal Log table, which is where all user actions are stored. For example, type a student ID to locate records referencing the student ID during a specified data range. Because of the wide range of data included in this column, it may be helpful to generate the report once without entering data in this field, and then review the data first. Upon reviewing the data contained in the Action Detail column of the report, you may identify search strings that will help you further limit the report data if needed, and then you can re-run the report with a value typed in the Action field.

Separate data by user session

Select to group the report data by session (i.e., user ID or page, and then date-time stamp). Otherwise, the report data will be sorted by date-time stamp.

Note that a user session is created each time you open a browser and request data from a server. A user session ends when you close the browser or when a timeout occurs.

❏ Click Generate.

The report opens in a new window, and you can print the report from that window.
The report selection page remains open on your desktop.

Search for student.

Admin - Search for Student Grades

This page is only available to users who log on to TeacherPortal with a district- or campus-level security administrator user ID.

This page is the first step in viewing the Admin - Student Grades page. You must select a specific student at a specific campus before viewing the Admin - Student Grades page.

Although this page is for administrative users, the page can be used to run the Admin Student Grades report for a student group by any user who has existing groups. If you are running the group report, the page title is Admin Student Grades - Find Student From Group. Also, the Student Groups field is displayed instead of the student search options.

❏ Specify search criteria:

NOTE: You can search either by student ID or name; you cannot use both options at the same time.

Student ID	Begin typing the student's ID. As you begin typing the ID, a drop-down list displays students whose student ID matches the numbers you have typed. From the drop-down list, select a student.
Last/First Name	Begin typing the student's last or first name. As you begin typing the name, a drop-down list displays students whose name matches the letters you have typed. From the drop-down list, select a student.
Campus ID	Type the campus ID at which the student is currently enrolled. If you are logged on as a campus-level administrator, the campus ID is set to the campus you are logged on to and cannot be changed.

❏ Click Search.

Enrolled students who match the criteria entered are listed, including student ID, name, campus, grade level, and enrollment date for each campus. Students are sorted by last name, first name, and enrollment date. At this time Campus Withdrawal Date does not populate.

Student Groups	The field is displayed if you are running the group report. Select the student group from which you want to select a student.

The students in the selected group are listed.

❏ Select the student record you want to view, and click View Student.

The Admin - Student Grades page opens.

Admin - Student Grades

This page is only available to users who log on to TeacherPortal with a district- or campus-level security administrator user ID.

This page allows you to view semester exam grades, semester and final averages, and credits awarded for all of a student's courses, which allows administrators to determine UIL eligibility and locate students who may be at risk for losing eligibility.

Semester	By default, a condensed view of the current semester and cycle is displayed. To view data for a previous semester, select the semester.
Show Current Courses Only	By default,all of the student’s courses for the semester are displayed, including courses from which he has withdrawn. Select the field to see only the student’s current courses. The student’s working cycle average is displayed for the current cycle, unless a posted or override grade exists. The semester average is labeled as Posted, Override, or Working. If all courses are displayed and the student withdrew from a course, the message “withdrawn” and the withdrawal date are displayed next to the course title.
Show All Detail	A condensed overview of the student's cycle grades for all of his courses is displayed by default. Click Show All Detail to view all details for all courses for the current cycle. The detailed view includes the student's assignment grades, working cycle average, override grade (if present), and posted grade. Assignment grades are sorted by due date, and then by assignment name within each category. For each assignment, the due date is displayed and an indication of whether the assignment was late or a re-do. Dropped grades display the message “(Dropped)” next to the grade. If the teacher is using points-based weighting, the points earned and possible points are displayed. For example, 9/10 is displayed if the student earned 9 points and the assignment is worth 10 points. If the teacher is using percentage-based weighting, the actual points and total possible points are displayed if the total possible points is less than 100 (e.g., 45/50). For students who transferred into the class, the transfer date, transfer average, and transfer weight are displayed. See the Calculate Averages guide for an explanation of calculating averages.
Hide All Detail	Click to return to the condensed view, or click Close Details for a particular course to condense the view for that course only. You can also click the current cycle grade to condense the view for that course.
Previous Cycles	To view details for a specific course for a previous cycle, click the grade average for the cycle. Click Close Details to close the view for that average.
Student	Click the student ID to view the student's profile.

Change Student	Click to view data for another student. The Admin Student Grades - Search for Student Grades page is displayed allowing you to search for another student.
Print	Print the data displayed on the page.

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