Overview
Access to SS&E is controlled by the authentication process existing at the institution. Therefore, once an employee is prevented from accessing the institutional systems, this will also apply to SS&E.
In some situations, a person who is allowed access to other institutional systems needs to be deactivated in SS&E.
What changes after deactivating a person's record
The process of "removing" a person from the SS&E system will accomplish the following goals:
- Prevent the person from logging into SS&E
- Prevent SS&E from sending the person any email or text messages/notifications
- Prevent the person from being able to display as a follower on a student record
- Prevent the person from being able to be selected as an advisor or coach on the student profile
Note: Removing a user will not do the following things:
- It will not remove the user from the available person records listed on reports and other filters
- It will not delete the person's account or any of their data from the SS&E database
How to Remove a Staff Member's Access
Remove all security roles
From SS&E Admin -> People & Roles -> People Administration, search for the user and then remove all assigned roles while viewing the user's person record.
- Removing all security roles will prevent the user from logging in and stops them from showing up on advisor/coach drop-down lists on the student profile.
Remove Identifying Data on Person Override
On the user's person record, select the user's Override menu.
- Set the user's primary and secondary "Email Address" fields to something invalid, like "test@localhost.com". This prevents emails from sending to this person
- Use the dropdown to set the Enabled field to "false"
Reassign Caseload(s)
From Relationships Administration, administrators may use the Bulk Assignment menu to reassign students to another coach, advisor, or follower.
Expire All Existing Subscriptions, eg. Relationships
From Relationships Administration, administrators may use the Bulk Expire or Relationships menu to expire all relationships that are currently assigned to the specific staff user or faculty member.
- This will remove all users from the staff/faculty user's caseload(s).
Archiving a User
For more information about inactive users and removing an SS&E user, click here.