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Overview

This knowledge article will guide you on how to create and edit student login credentials that enable or restrict student access to the system.

Complexity: LOW

 A Note on Student Access Level

A NOTE ON Student Access Level

BE ADVISED:

  • One or more different security levels can be assigned to a student's Login ID at any time;

  • The highest security level assigned to a student is the one that is used each time the student logs in; and

  • The highest security level assigned to a student may allow that student to change the login details and security levels of other students.

Some system functions require high-level access permission because performing those functions can have system-wide implications. A student should never be granted permission to run any such high-level functions, and should only ever be able to change their own login details, and no one else's details.

A student should only ever be assigned an access level of STUDENT ACCESS LEVEL. When the student record is loaded, the access level appears as STUDENT in the Security Group column of the ASSIGNED SECURITY FOR USER LOGIN section. Many records can appear in the list for this student, each with a From Date and a Thru Date for historical records that may have expired.

If a student record shows any access level rows for any Security Group other than STUDENT, those rows should be removed.

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 Current Password Policy

REQUIRED INFO Current Password Policy

The current password policy is customised per institution so you will need to contact your "nominated contact person" or other Paradigm experts for details of the current password policy. An example password policy is that a password must contain:

  • a minimum of 8 characters,

  • a combination of uppercase and lowercase letters, and

  • at least one number.

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 Sample Student Password Reset Email Template

TEMPLATE Sample Student Password Reset Email Template

NOTE:

Refer to this article on how to Search, Add and Edit Content (e.g. Email Templates) as a Provider.

Sample student password reset email template

For users who can read HTML, the default email template code is described below. Note that the template uses a number of additional labels that may be edited as a normal labels within Paradigm.

  • reset_user_login_password_emailHtmlHeader: a generic label that is included as a header in the body of the email template

  • reset_user_login_password_emailHtmlFooter: a generic label that is included as a footer in the body of the email template

The template also includes a form field (reset_user_login_password_email_userLoginId) that allows the provider to turn on or off the advice that students may also use their email address to access the system.

Refer to the sample Email Template below when sending New Login Credentials (texts in red are just comments - do not include them in the template):

Dear {student_firstName}, use {contact_firstName} if sending to contacts
{label:get_tpl_label_text_long reset_user_login_password_emailHtmlHeader} generic header
Username: {optional:show_form_field reset_user_login_password_email_userLoginId} {user_login_userLoginId} or: {/optional} {user_login_email} add this if you want to give the students option to use their email as their username, see above description

Username: {student_studentNumber} if your system is configured to use the Student Number as their username
Password:{user_login_newPassword} new login password credential
{label:get_tpl_label_text_long reset_user_login_password_emailHtmlFooter} generic footer

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Implications

WARNING:

Extreme care must be taken to ensure that each student is given an access level that limits them to change only the details for their own student record.

Workflow

 1. How to Enable a Student Access Level

1. How to ENABLE a Student Access Level

NOTE:

The instructions below assume that the student record has already been created in the system.

If a student record is currently loaded in the system, proceed to STEP 2 Enable the Student’s Access Level instructions.

STEP 1 Load the student’s record.

1 Go to Student > Search > Enter either the student number or name. > Click Search.

 

2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

 

STEP 2 Enable the Student’s Access Level.

3 Choose Student > Student Details > Login menus on the side.

Please read the notes below carefully before you proceed to step number 4.

NOTE:

  1. For all students, the ASSIGNED SECURITY FOR USER LOGIN Form section at the top of the page should either be empty, or contain one record in the list, showing STUDENT in the Security Group column.

  2. The student level login access is automatically added by the system, when the minimum details have been provided for a student. If the top section shows an empty list, the system needs more details for this student before a login can be created. 

    1. Refer to the article Student - Add New for more information on completing the minimum details required by the system to create an operationally viable record.

  3. If the ASSIGNED SECURITY FOR USER LOGIN section shows any records with a Security Group field that shows anything other than STUDENT, then for each of those rows:

    1. Click the REMOVE SECURITY button for each of those rows,

    2. Click the OK button on the popup window, to confirm that you want to delete the record.

  4. If the ASSIGNED SECURITY FOR USER LOGIN section is empty, use the drop box to choose Student Access Level and click the ASSIGN SECURITY button to save the record.

  5. When the new row appears in the ASSIGNED SECURITY FOR USER LOGIN section, and STUDENT appears in the Security Group column, proceed to step number 4.

4 For a newly created record in Paradigm, you would normally see a row with one entry of STUDENT under the Security Group column. Click the ENABLE USER LOGIN button under the ACTIVATE USER LOGIN Form section to allow the student to log in. This will show a Y in the Enabled: field.

By doing the steps above, the student’s access level has now been enabled. You can now create a new user login, or change password using the how-to guide sections below.

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 2. How to Create a Student Password

2. How to CREATE a Student Password

STEP 1 Enable the student’s access level.

1 Follow the how-to guide section above “1. How to ENABLE a Student Access Level” before you proceed to STEP 2 Create a Student Password instructions below.

STEP 2 Create the student’s password.

2 Once the student's access level has been enabled a password needs to be assigned. To do this, scroll to the bottom of the page where you can see the CREATE NEW USER LOGIN Form section.

3 Create a password for the student user in the New Password field, repeat typing the password in the New Password Verify field to confirm that they both match.

NOTE:

Refer to the Current Password Policy section above this page relating to password policy, alternatively, you can read carefully the Please Note: section under the CREATE NEW USER LOGIN Form.

4 Click the SAVE USER LOGIN to save the password for that student account you’ve created.

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 3. How to Update a Student Password (Forgotten Password)

3. How to RESET a Student Password (Forgotten Password)

NOTE:

If the student record is currently loaded in the system, proceed to STEP 2 Reset Password instructions.

STEP 1 Load the student’s record.

1 Go to Student > Search > Enter either the student number or name. > Click Search.

 

2 Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

 

STEP 2 Reset password.

3 Choose Student > Student Details > Login menus on the side.

4 Scroll halfway down the page to the CHANGE PASSWORD Form section.

NOTE:

Refer to the Current Password Policy section above this page relating to password policy, alternatively, you can read carefully the Please Note: section under the CHANGE PASSWORD Form.

5 Reset the password of the student user in the New Password field, repeat typing the password in the New Password Verify field to confirm that they both match.

6 Click the UPDATE USER PASSWORD button after resetting the password.

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 4. How to Edit the Reset User Login Password Email Template

4. How to EDIT the Reset User Login Password Email Template

NOTE:

Refer to this article on how to Search, Add and Edit Content (e.g. Email Templates) as a Provider.

The password reset template is largely composed of two label text fields:

  1. reset_user_login_password_emailHtmlHeader

  2. reset_user_login_password_emailHtmlFooter..

Here is the direct links for your information:

  • http://<put in your paradigm url here>/label_edit.php?labelId=reset_user_login_password_emailHtmlHeader

  • http://<put in your paradigm url here>/label_edit.php?labelId=reset_user_login_password_emailHtmlFooter

*Note to put in your paradigm URL in the "<>" but don't actually include "<>" in the URL.

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 5. How to Disable a Student Login Account on an Individual Basis

5. How to DISABLE a Student Login Account on an Individual Basis

  1. Click Student from the side menu > Search to load the Student's record

  2. Click on the Course Enrolment option in the side menu.

  3. Click on Course option

  4. On the edit course enrolment page, find the field Progression Status:

  • Select the option of ‘Show Login Message’ from the drop-down menu. This will prompt a message to the student asking them to contact the student services team when they first login to Paradigm. Students are still able to navigate through the site.

  • Select the option of ‘Login Suspended’, which is a more serious approach. This will allow the student to access Paradigm, but on every screen, it presents a message as below:

    Whilst the student has any courses in progression status ‘Login Suspended’, they will not be able to see or interact with any record within Paradigm.

5. Click the Save button.

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 6. How to Disable Students Login Accounts in Bulk

6. How to DISABLE Students' Login Accounts in Bulk

WARNING:

A returning student will be unable to apply or enrol when all their personal details are identical to an existing record that has been archived. Enrolling with the same details would create an identical matching record.

The existing “Archived” record must be set as Active by a staff member with full admin or flexadmin permission. A login record can then be created or updated as necessary.

  1. Using report builder to build a bulk list of students whose login accounts are to be disabled.

  2. Click Reports from the side menu, click on Report builder

  3. If you are not familiar with using the Report builder function, please contact our Support Team for assistance

  4. Once you build a bulk list of selected students, click Student from the side menu

  5. Click on Bulk Course Edit option, this screen allows you to make changes to the selected students' course enrolment details and graduation details in bulk.

  6. You can select the Progression status on this screen for the selected bulk list of students. Referring to the above workflow #5, there are two different options for disabling the student logins.

  7. Click on Save all Enrolments button. This will impact all students from the bulk list.

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Related Pages


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