Directory Manager (DM) User Guide - Connecticut
Connecticut State Department of Education ‐ Performance OfficeDirectory Manager (DM)User GuideVersion 2.03/29/2021
Table of ContentsDocumentation Change Log . 3Using Navigation Pane . Error! Bookmark not defined.Contact Information . 3Directory Manager (DM) . 4Applications/Roles in the DM Portal . 4How to Access Directory Manager. 6How to Manage Users . 8How to get a List of Users and their Roles . 8How to Create an Account . 9How to Assign Roles . 13How to Edit an Account . 16How to Unassign Roles . 18How to Inactivate an Account . 20How to re‐Activate an Account . 21How to Manage Organizations . 24How to get a list of schools/programs? . 24Do we need to Request a Code? . 25School vs. Program Code . 25New Programs . 25How to Report in PSIS . 26How to Request a Program Code . 27How to Request a School Code . 29How to Edit a Program/School . 31How to Close a Program/School . 33Annual Verification of Programs/Schools . 36FAQs . 37I am having trouble logging in to the Portal?. 37I cannot remember my password? . 37APPENDIX . 38Table A: Program Types . 38Table B: School Type . 39Table C: Organization Type . 40Page 2 of 40
Documentation Change LogVersion1.0Section / PageDate7/17/2020How to Manage UsersHow to get a list ofschools/programs?How to Edit a Program/SchoolProgram TypesApplications/Roles in the DMPortalNew ProgramsDo we need to Request a Code?How to Request a Program CodeHow to Request a School CodeHow to Manage ed bullets.Added sectionAddedDESIGNATED HIGH SCHOOL, FEEDER TOWNS [UnderAvailable Towns (select applicable town, then )] and[Under Selected Towns with Grades (put a check mark nextto the same Town & Grades)],Public Transition Program (PTP) revised 9/9/2020Updated Contacts ManagerUpdated EdSight SecureUpdated Direct CertificationAdded bullet All alternative schools and programs musthave a code. Refer to C.G.S. Section 10-74j and 10-74k foradditional information.Added NOTE: if a district is opening a new program orschool in the upcoming school year, they can request acode in DM one school year in advance. This allows thedistrict to prepare and use the code in their SIS systems.Added NOTE: section does not pertain to Approved PrivateSpecial Education Programs (APSEPs). APSEPs aremanaged by the CSDE.PublishedUsing Navigation PaneHelpful Tip: select the Navigation Pane. The Navigation Pane opens on the left side of the Word window. It enablesyou to quickly click on a section within the document or in the “Search Document” at the top of the pane, enterthe word or phrase you want to find.Contact InformationContactNameEmailPhoneSDE DM AdministratorLaura GuerreraLaura.Guerrera@ct.gov860-713-6898SDE DM AdministratorRaymond MartinRaymond.Martin@ct.gov860-713-6876Page 3 of 40
Directory Manager (DM)Directory Manager (DM) is located in the Portal Applications website. DM is the official listing of all districts, schools andother educational facilities. DM is used to manage users and their roles for all Portal Applications. Accuracy is critical asthese data are used by all other CSDE data collection systems. For this reason, the CSDE requires districts to verify theirinformation annually.Applications/Roles in the DM Portal Certifier roles - the CSDE requires all final data submissions be reviewed and certified by certified administrators only. Writer (User/Entry User) roles – the user can enters data and review reports. Reader” roles – the user can review data and reports.Application Name‐ as listed whenlogging in to DM ifuser has Application Descriptionrole‐links to Help Site ifavailableRole(s)SDE Data Manager Contacts Manager Writer – manages Contacts Manager Writerrole assignmentthe contact lists in ContactsKeryn FelderManager.Contacts ManagerContacts Manager is used to streamline the collection ofcontact information.Direct CertificationDirect Certification is a process conducted by states and DirectCertLEAUserlocal educational agencies (LEAs) to certify eligiblechildren for free or reduced‐price meals without the needfor household applications. The CSDE works with theIMPORTANT: These data areDepartment of Social Services to match school childrenhighly confidential.who are receiving SNAP, Temporary Family Assistanceo Only one person per district may(TFA), Free Medicaid, and Reduced Medicaid benefits.Teri Dandeneauhave access to the directThis match is done weekly and, as indicated previously,certification data.the children are automatically eligible for free or reduced‐o This is the same person listed aspriced meals without having to submit an application. Thethe Direct Certification contactCSDE also works with the Department of Children andFamily Services to provide foster children with automaticin the online Child Nutritionfree meals and this is also a part of the CSDE DirectProgram (CNP) application.Certification Web Application process.Directory Manager LEA Security Manager ‐ managesusers and their roles for PortalDirectory Manager (DM) is used to collect and is theApplications.official listing of all districts, schools and other educational LEA Directory Certifier ‐ managesLaura Guerrerafacilities information. DM is also used to manage userschanges to the district’s schools and Ray Martinand their roles for all Portal Applications.programs, operating status, name,grades offered, open/close datesand all other required attributesED165Connecticut School Data Report is used to collect a widevariety of data elements at the school‐level for state andfederal reporting.EDSEducator Data Collection System (EDS) is used to collectdata educators for each of the roles that they hold.EdSight SecureEdSight Secure provides access to analysis tools, datavisualizations and student‐level data across variousdomains.Page 4 of 40 ED165 Certifier ED165 Data Entry User ED165 Pre‐certifier ‐ allows the user Ray Martinto enter and verify data prior tocertification. EDS LEA Certifier EDS LEA TEAM ‐ administration ofthe TEAM module of EDS EDS LEA WriterEdSight Secure is intended for districtschool leaders and coordinators (e.g.,principal, assistant principals,counselors, social workers) and NOTintended for classroom teachers asthere is no rostering. EdSight Secure District Analyst EdSight Secure School AnalystRay Martinedsight.sde@ct.gov
Application Name‐ as listed whenlogging in to DM ifuser has Application Descriptionrole‐links to Help Site ifavailableEducator Evaluation Data Collection (EEDC) is used toEEDCcollect aggregate counts of educators by their finalsummative rating.Role(s) EEDC LEA CertifierSDE Data ManagerRay MartinEFS EFS LEA CertifierEducation Financial System (EFS) is used to collect financial EFS LEA Readerinformation. EFS LEA WriterNoncertified StaffNoncertified Staff Data is used to collect full‐timeequivalent (FTE) counts of noncertified staff. NonCert Staff Certifier NonCert Staff WriterRay MartinRestraint andSeclusionRestraint And Seclusion (R/S) is used to collect R/Sincidents for persons at risk. RS Certifier RS WriterLaura GuerreraSpecial EducationExcess Cost GrantsSpecial Education Excess Cost Grant Application (SEECG) isused to collect LEA Excess Cost and State AgencyPlacement Grant data from school districts. SEECG LEA Certifier SEECG LEA WriterKevin ChambersTCSTeacher‐Course‐Student (TCS) is used to collect student,teacher and course data. TCS Certifier TCS LEA UserKeryn FelderPage 5 of 40SDE.efs@ct.gov
How to Access Directory ManagerStep Action1Go to the https://csde.ct.gov website. The system displays the State of Connecticut Login screen.IMPORTANT: Usernames and passwords must NOT be shared, as each are unique to theassigned individual. This process improves accountability for any errors or changes entered into thesystem and allow the department to identify exactly who to contact should we have questions about aspecific record.2Enter your Username and Password and select Login.a. If you only have access to DM, the system displays the Directory Manager Home screen - Go to Step 3.b. If you have access to more than one application, the system displays the State Department of EducationHome Page.NOTE: If you do not have access to DM, contact your LEA Security Manager. Ifyou do not know who your LEA Security Manager is click here for the LEA SecurityManager Contact List.NOTE: If you get Error! There was an error while processing your request. First, try closing ALL browser windows and log into the application again. For PortalApplications if you walk away from your computer or do not do anything for a certain period oftime, you will be timed out (automatically logged out of the application you were in). If that does not work, the link you are using may be corrupted, try using this link:https://csde.ct.gov/. If that does not work, click this link (http://sdeportal.ct.gov/portaluser/), then Forgot Passwordto re-set your password.Page 6 of 40
3Select Directory Manager from the Application drop-down menu and click Continue. The system displays theDirectory Manager Home screen.4This procedure is complete.Page 7 of 40
How to Manage UsersThe LEA Security Manager manages the districts’ users and their roles for Portal Applications. At least once a year,districts should review all of their users and their associated roles to ensure that the role assignments are appropriate andmeet their district needs. The CSDE recommends having more than one staff member assigned the LEA SecurityManager role.IMPORTANT: The superintendent must approve all users and their access level (applications/roles assigned) in DM. Usernames are unique to the assigned individual. Do not update one user’s account with anotherperson’s name. Usernames and passwords must NOT be shared. This process improvesaccountability for any errors or changes entered into the system and allow the department to identifyexactly who to contact should we have questions about a specific record. When a person is no longer employed by your school district, best practice is to immediatelyinactivate the person’s account to prevent any confidentiality or security issues. The CSDE requires all final data submissions be reviewed and certified by certified administratorsonly.How to get a List of Users and their RolesThe Secure Users by Role Report allows organizations to run a report that includes a list of All their DM users,applications they are assigned and their roles.NOTE: the Security Org column displays either the “School District” or the actual school the role is assigned.1 Select Reports from the left-hand navigation menu.2 Select Secure Users by Role Report3 Select Organization your Organization and Application AllPage 8 of 40
4 Select Run Report5 Select Excel6 Review the list of users and their roles.Recommendation on How to Review:A. Sort list by Last Name/First NameB. Highlight any users who are no longer employed by your districtIf there are users no longer employed by your district:1 Sort list by Application Role User Name2 Review roles assigned to the user no longer employed by your district (do not delete any roles)3 Verify another user has the same role(s) as the user no longer employed by your district4 Assign role(s) to other User(s), if necessary5 Do not delete roles, just Inactivate account of user no longer employed by your districtNOTE: For further information, refer to How to Inactivate an Account.For users who are no longer responsible for a collection:6 If multiple roles assigned to their account, unassign the appropriate roleNOTE: For further information, refer to How to Unassign Roles.7 If only one role assigned, inactivate the user’s accountNOTE: For further information, refer to How to Inactivate an Account.C. Create new accounts and assign roles when appropriate.NOTE: For further information, refer to How to Create an Account.How to Create an Account1Select Users from the left-hand navigation menu.Page 9 of 40
2 Select Create a user and click Go.3 Enter the staff member’s FIRST NAME, LAST NAME, PHONE, EXTENSION (if applicable), EMAIL,ADMINISTRATIVE ORGANIZATION and select Submit.IMPORTANT: the staff member will receive one email with a unique username and a second emailwith a temporary password and a link to the portal.4 Click Assign Role(s).Page 10 of 40
5 Under Available Applications select the Application that needs to be assigned.6 Select District Based or School Based.NOTE: School Based is only available for ED165 and EdSight Secure.NOTE: If you select School Based, then a School for one of the other Applications you will get themessage No Roles available!NOTE: The available roles will display below under Role(s)7 Under Role(s) select the role to be assigned.Page 11 of 40
8 Select Assign Role(s)9 If you need to assign additional applications/roles repeat steps 5 through 8. If you do not need to assign additionalapplications/roles go to the next Step.10 Click Exit.11 Click Save12 Click OK. This procedure is complete.Page 12 of 40
How to Assign Roles1Select Users from the left-hand navigation menu.2Select List my users and click Go.3Select User ID link to open the User’s Record.NOTE: For quick access to a User’s Account click the first letter of their last name in the Alphabet stripbelow.4Select Edit at the bottom of the screen.Page 13 of 40
5Select Manage Roles at the bottom of the screen.6Under Available Applications select the Application that needs to be assigned.7Select District or School Based.NOTE: School Based is only available for ED165 and EdSight Secure. (For other applications,you will get a message No Roles available ! if you try to assign school based roles).NOTE: The available roles will display below under Role(s)8Under Role(s) select the role to be assigned.9Select Assign Role(s)Page 14 of 40
10If you need to assign additional applications/roles repeat steps 6 through 9. If you do not need to assign additionalapplications/roles go to the next step.11Click Exit.12Click Save13Click OK. This procedure is complete.Page 15 of 40
How to Edit an Account1Select Users from the left-hand navigation menu.2Select List my users and click Go.3Select User ID link to open the User’s Record.NOTE: For quick access to a User’s Account click the first letter of their last name in the Alphabet stripbelow.Page 16 of 40
4Select Edit at the bottom of the screen.5 Update the User’s FIRST NAME, LAST NAME, PHONE, EXTENSION or EMAIL and select Save.6The changes to the user have been saved screen is displayed.Page 17 of 40
How to Unassign RolesUse this procedure if a user has multiple roles assigned and they will no longer be responsible for an assignedapplication.NOTE: if the user only has one role assigned and they will no longer be responsible for this application,do not unassign the role, Inactive the users account.1Select Users from the left-hand navigation menu.2Select List my users and click Go.3Select User ID link to open the User’s Record.NOTE: For quick access to a User’s Account click the first letter of their last name in the Alphabet stripbelow.Page 18 of 40
4Select Edit at the bottom of the screen.5Under Assigned Roles select Unassign next to the right of the role that needs to be unassigned.6Click Save. The changes to the user have been saved screen is displayed.7Select OK.8This procedure is complete.Page 19 of 40
How to Inactivate an AccountUse this procedure if 1) a user is no longer employed by your organization or 2) the user is
Applications/Roles in the DM Portal Certifier roles - the CSDE requires all final data submissions be reviewed and certified by certified administrators only. Writer (User/Entry User) roles – the user can enters data and review reports. Reader ” roles
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