Migration Prep For Staff, Students, Sponsors

After the migration, the portal login options will change for students, staff, and sponsors. Staff and sponsors will be required to login using an email address. Students will use their generated email that displays on their Demographics, if they don’t have a college email, they can still login using their 10-digit Student ID.

Staff

Update current Staff records and add email addresses. The ‘Staff’ form is where you would enter the staff’s email. The SSO integration requires Staff accounts to have an email address in order to be linked. Official staff should have their @.edu address entered. Affiliate staff, such as external instructors, should have their work email address entered. Alternatively, staff records no longer in use should have a 'Retirement Date' added, which also removes them from the roster of users approved to login, while retaining their historical data. Note: During the migration, the email address value will be moved to the ‘Username’ field. Any updates or changes to this will require submitting a support ticket at this time.

Student

Note: If a student has a college email address on their Demographics, they will be required to login to the Portal using their Google account. If a student does not have an email, and you would like for one to generate, add and save a Training Plan to their account and later remove the TP once the email is generated. Additionally, students can still login using their 10-digit Student ID.

Sponsor

Update current Sponsor Detail records, of accounts who actively utilize the portal, to have a valid Email address on their record. Note: We're aware that many Sponsor Details are used only for internal Sponsorships such as FA and scholarships. These do not need an email address. Only add an email address for any account of someone who is an actual person that requires Portal access.

• Use the [E] Sponsor Activity report see when the last time the sponsor logged in. This may help in targeting the accounts that need to get updated first.
• The 'Sponsor Details' form is where you will enter valid email addresses for sponsors.
• Similar to staff records, sponsor records no longer in use should have a 'Retirement Date' added, which also removes them from the roster of users approved to login, while retaining their historical data.