SIRS - p-12 - New York State Education Department

Chapter 3: nySTART
protocol (or mail) the letter to the recipient. Note: When entering the 16-digit invitation code at
the special Activation URL address, the hyphens must be included.
• When assigning a generic Administrator or Staff account, after clicking a "Create
Invitation Letters" button, all account type choices will appear on the invitation creation
page, not just the account type adjacent to the button clicked. The most restrictive (e.g.,
Limited Staff) will always appear at the top and the least restrictive (e.g., Administrator)
at the bottom. Care should be taken to observe under which account type label header
the information is being entered. However, if a Limited Staff account, for example, is
inadvertently assigned to an intended Administrator, it is possible to delete the invitation
before it is activated. It is also possible to delete the account once it has been activated,
but it is preferable to have the assignee delete the assignment so that the chosen
Username and password as well as the personal information entered when registering
the account may be retained.
• Executive Administrator accounts can only be assigned. As there is only one Executive
Administrator account per entity, these accounts have a placeholder pre-populated next
to each entity in the nySTART Administration module interface and may be found under
the appropriate entity type subgroup listing links near the top of the Administration
module landing page. For example, a RIC Administration module will have headings for
its own RIC (Administrator and Staff) accounts, but also headings for its nonpublic
schools, charters schools, and BOCES. Next to the name of each charter or nonpublic
school is a placeholder for the Principal. Next to the name of each BOCES is a
placeholder for the District Superintendent. Clicking on a BOCES name will take the
user to the listing of public school districts within that BOCES, next to which each school
superintendent placeholder is listed. Likewise, district Administrators who wish to create
an invitation letter for a principal at one of the district’s component schools must first
locate the school. The user assigned to any Executive Administrator account can be
activated or, if already activated, suspended, deleted, or reassigned.
“Delete Account,” “Delete Assignment,” and “Suspend Account”
“Delete Account” should only be used when a user has left the New York State (NYS)
education system (i.e., is not taking a position elsewhere in the State where nySTART access
may be needed). "Delete Assignment" should be used when a user is being reassigned in a
different capacity (i.e., different permissions level) within the same institution, or when the user
is moving to a new institution within the NYS education system. In the case of a security issue
or during temporary transfer between assignments, “Suspend Account” should be used.
"Delete Assignment" allows a user to retain the Username and password but remove an
association with the previous account (i.e., access level and/or association with that entity). To
Delete an Assignment, the user must log in to the existing account. The user will go to the [My
Account] module (in the top dropdown menu located near the top of most nySTART Lobby
pages) and click “Go.” The “Delete Assignment” button is in the personal account information.
Click the Delete Assignment button. The Username is no longer attached to the previous
entity. Once the user is issued a new invitation letter, the user will not use the "invitation URL"
in the body of the letter. Instead, the user will log on to nySTART as if logging in to the old—
and now "unassigned"—account (i.e., using the old Username and password). Since the
account is unassigned, it will give the user the option to enter a new invitation code. Once the
33 Student Information Repository System Manual for 2010–11 Version 6.2