Overview
This article outlines the procedures for updating or regaining administrative access in Planning and Self-Study (PSS). Whether a current administrator is departing or access has been lost entirely, these secure pathways ensure organizational data remains protected.
Target Audience
- Departing System Administrators.
- Department heads or staff members requiring new administrative access.
- IT teams assisting with domain-level security verification.
Administrator Transitions & Off-boarding
System Administrators hold the top-level administrative role in Planning and Self-Study. This role includes full access to all institutional data, account management functionality, and core data import or export authority.
When a System Administrator prepares to leave an institution, the administrator should transfer access to a successor before the departure date. Watermark’s Client Support team must provide this top-level access.
Proactive Succession Planning
If a top-level administrator prepares to leave the role, the best practice is to submit a request to Watermark’s Client Support team to add a new System Administrator. Taking this step while a current administrator is still active ensures a seamless transition and avoids the more intensive verification options listed later in this article.
New Administrator Resources
Once Watermark appoints a new administrator, the Resources for New PSS Administrators Guide provides access to self-guided training and webinars from the Watermark Academy. These resources support a smooth transition into the System Administrator role.
Requesting a New System Administrator
The How to Add or Remove a System Administrator in PSS Article outlines how to manage these roles. To facilitate a smooth transition, the current administrator should perform the following steps:
- Submit a Support Ticket: Open a formal request with Watermark’s Client Support.
- Provide New Admin Details: Specify the full name and email address of the individual who requires System Administrator access.
- Confirm Effective Date: State the date on which the change in access should occur.
Authorization and Security
Validation is required to authorize any administrative change. This ensures only authorized personnel can update settings and keeps organizational data secure.
Verification Options: In instances where no current administrator is available to submit a successor request, the institution must complete one of the verification methods below to grant access to a new administrator. For options 2 and 3, staff must submit a ticket to Watermark Support.
1. Consult the IT Team
To obtain admin access efficiently, staff should contact the internal IT team first. Internal account recovery or security processes can usually restore access. Once the IT team accesses the system, they can follow the standard procedures to add a top-level administrator.
2. DNS Domain Verification
The IT team can handle this process by following these steps:
- Access the public Domain Name System (DNS) settings for the domain (such as schoolname.edu).
- Add a new TXT record (or replace the existing one) with this value: watermark=[Support Team to insert TICKET NUMBER].
- Use this record to confirm authority over the institutional domain.
- Reply to the support ticket once the update is complete.
The IT team may remove the TXT record as soon as Watermark grants administrative access.
3. Notarized Letter
If the departing administrator is unavailable and IT methods cannot be used, the institution must provide a notarized letter:
- A Department Head or Vice President must sign a letter on institutional letterhead.
- A notary public must notarize the letter to confirm authenticity.
- Staff should contact Watermark Support to obtain the official notarized letter template.