Activate, Deactivate, Lock, and Unlock Staff Accounts

You can use the Staff Member tab to: 

  • Activate and deactivate staff members

  • Lock and unlock staff member accounts

Deactivating a staff member does not prevent the person from logging into Anthology Student. It only prevents them from being selected or assigned in the system. The only way to prevent a staff member from logging into the system is to: 

  • Lock the staff member account

  • Remove (clear) the password for the staff member

Both deactivating and locking staff member keeps a record of the staff member in Anthology Student.

Best Practice: If staff users are no longer part of the institution, we recommend making those users inactive in Anthology Student in case they are still tied to any records in the system. When users are marked as inactive, records such as Activities, Documents, etc. will still be assigned to them. There will not be any loss of data. No records assigned to them will be deleted. Inactive users can no longer be assigned to any records going forward. If you deactivate a user who is an advisor, we recommend that you reassign those students to an active advisor.

You cannot delete staff members. If for some reason you need to delete a staff member, contact Client Services.

Prerequisites and Access Methods

You should be familiar with the Locations for Working with Instructors and Admissions Representatives.

Type of Staff Access Method Prerequisites for the Access Method

Admission representatives

Select the Processes tile > expand Admissions > select Admissions Representatives Maintenance.

You must have: 

  • Common - Processes - View authorization

  • Admissions - Processes - Admissions Representative - Manage authorization

All staff

Select the Settings tile > expand System > select Staff.

You must have System - Settings - Staff - Manage authorization.

Instructors

Select the Processes tile > expand Academic Records > select Instructor Maintenance.

You must have: 

  • Common - Processes - View authorization

  • Academics - Processes - Instructor Maintenance - Manage authorization

 

The table list prerequisites specific to the action.

Action Prerequisites

Deactivate

The staff member must not: 

  • Be designated as an Instructor in Anthology Student (Member of a group that is configured with a Parent Group of Instructor Group

  • Be scheduled as a secondary instructor for an active class

  • Have the Automated UserClosed If you are using Financial Aid Automation (FAA), select the check box to specify that the staff member is the automated user. You can only specify one staff member. The staff member must be active, unlocked, must have a password that does not expire, and All Campuses selected must be selected for Campus Group. The automated user can then be selected from the drop-down list to resolve Exception Processing Auto Resolve Type III exceptions. Anthology Student assigns all exceptions that are auto resolved by the pool to the Automated User except for the original exception that was resolved. check box selected as a special permission on their Financial Aid tab (Select the Settings tile > expand System > select Staff > click the New button and specify the general information or select an existing staff member in the list > select the Specialized Permissions tile.)

  • Have assigned tasks

  • Be the System Administrator (code of ADMINISTRATOR)

  • Have a code of SYSTEM

If your institution is using the Student Financial Aid Automated Awarding (SFAAA) feature, the staff member must also not be a: 

  • Manager in the Organizational Hierarchy or Delegation configuration for SFAAA

  • Manager of active staff groups.

  • Default Financial Aid Advisor in SFAAA

You must make the needed changes in SFAAA to deactivate the staff member. For example, before you can deactivate a staff member who has other staff members/staff groups assigned to them, you must remove the configuration under Organizational Hierarchy or Delegate Staff Group Management for SFAAA.

If Anthology Student is integrated with Anthology Finance & HCM, the staff member must not be designated as an instructor in Anthology Finance & HCM.

Lock

The staff member must not:

  • Have the Automated User check box selected as a special permission on their Financial Aid tab (Select the Settings tile > expand System > select Staff > click the New button and specify the general information or select an existing staff member in the list > select the Specialized Permissions tile.)

  • Be the System Administrator (code of ADMINISTRATOR)

Procedures for Deactivating Staff Members

There is more than one method for deactivating staff members.

Action Procedure to Follow Result

Activate or deactivate

1.  Highlight the staff member in the list.

2.  Click the Activate or Deactivate button on the toolbar.

— OR —

1.  Click the name of the staff member in the list.

2.  Select or clear the Active check box.

3.  Click the Save and Close button.

If you deactivate the staff member, the staff member: 

  • Remains displayed in the list with No in the Active column

  • Is also no longer available to be assigned or selected from lists

Lock or unlock

1.  Click the name of the staff member in the list.

2.  Select or clear the Account Locked check box.

3.  Click the Save and Close button.

If you:

  • Lock a staff member, they can no longer access Anthology Student

  • Unlock a staff member and you are using the Anthology Student database as your Authentication ModeClosed Displays the method used to authenticate users. For information about the modes or to configure the mode, see the Administration and Configuration Guide on www.mycampusinsight.com (logon required)., Anthology Student displays a message asking if you want to have the staff member change their password when they log in.