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Objective

Once you have read this article you will be able to create and edit student login credentials that enable or restrict student access to the system.

Complexity: LOW

Page Contents

Assumptions

The student record has already been created, and this article describes how you can change the login details and security levels assigned to that record.

You have an understanding that:

  • 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

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

Key terms and concepts

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 from the drop box. 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.

Current Password Policy

The current password policy is customised per institution so you will need to contact your "nominated contact person" or other Paradigm expert 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.

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 manually assign a login to a student

  1. Load the Student's record

  2. Click on the Student Details option in the side menu.

  3. Move down the side menu and click the Login option to load the Login page for this student. The top section of the page is called ASSIGNED SECURITY FOR USER LOGIN.

  4. For all students, the ASSIGNED SECURITY FOR USER LOGIN section should either be empty, or contain one record in the list, showing STUDENT in the Security Group column.

  5. 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.

  6. 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 button for each of those rows,

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

  7. 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.

  8. When the new row appears in the ASSIGNED SECURITY FOR USER LOGIN section, and STUDENT appears in the Security Group column, click the ENABLE USER LOGIN button to allow the student to login. This will show a Y in the Enabled box of the second section of the page called ACTIVATE USER LOGIN.

  9. The student's access level has now been enabled.

  10. You now need to either create a new user login, or change password, using the steps below.

 2. How to Create a Student Password

  1. Load the Student's record

  2. Click on the Student Details option in the side menu.

  3. Move down the side menu and click the Login option to load the Login page for this student. The top section of the page is called ASSIGNED SECURITY FOR USER LOGIN.

  4. 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.

  5. In the Create New User Login section, create a new password for the student user. 

  6. The new password must comply with the requirements of the current password policy (refer to the Key terms and concepts section above), before the Save User Login button will appear on the page.

  7. Repeat the new password to confirm that they both match.

  8. Click the Save User Login button.

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

  1. Load the Student's record

  2. Click on the Student Details option in the side menu.

  3. Move down the side menu and click the Login option to load the Login page for this student. The top section of the page is called ASSIGNED SECURITY FOR USER LOGIN.

  4. Scroll half way down the page to the Change Password section.

  5. Enter a new password. The new password must comply with the requirements of the current password policy (refer to the Key terms and concepts section above), before the Update User Password button

    will appear on the page.

  6. Repeat the new password to confirm that they both match.

  7. Click the Update User Password button.

 4. How to edit the reset user login password email template

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.

 5. How to bulk update to disable student login accounts

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 the search screens or report builder reports, compile your bulk list of students whose login accounts are to be disabled.

  2. Choose the Student menu option and then choose the Student Details option

  3. Click the Bulk Edit option

  4. Choose the new value eg. Archived, that is to be set for each of the students in the bulk list

  5. Leave all remaining fields on the screen unchanged.

  6. Click the Save button.

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 label 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_emailHtmlHeader: a generic leabel 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. 

<html>
<body>Dear {student_firstName}{contact_firstName},<br><br>
    {label:get_tpl_label_text_long
    reset_user_login_password_emailHtmlHeader} 
    <b>Username:</b>
    {optional:show_form_field reset_user_login_password_email_userLoginId} {user_login_userLoginId} <b>or:</b> {/optional} 
    {user_login_email} <br>
    <b>Password:</b> {user_login_newPassword}<br>{label:get_tpl_label_text_long
    reset_user_login_password_emailHtmlFooter}
</body>
</html>

Further reading


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