Account Management Instructions

Account Management Instructions

The California Department of Education (CDE) will set up two accounts for each California State Preschool Program (CSPP) contracted Local Educational Agency (LEA), one for the program director and the other for executive director. The program director and executive director are responsible for designating LEA personnel to submit and certify their California Preschool Data Collection System (CAPSDAC) Monthly Data Submission.

There are two categories of CAPSAC users: LEAAdmin and AppUser.

LEAAdmin: The account holder can add, edit, and/or deactivate an account within the LEA.

AppUser: The account holder cannot add, edit, and/or deactivate an account within the LEA.

All LEAs’ program directors and executive directors are given LEAAdmin accounts. They can create CAPSDAC accounts for their designated personnel. Below are the instructions on how to add, edit, and deactivate CAPSDAC accounts.

Contents

2.1 Add an account

2.2 Edit an account

2.3 Deactivate an account

2.1 Add Accounts

The CAPSDAC enables the agency’s program director and executive director account holders to add new user accounts for their LEA.

Instructions

• Prior to first access to the CAPSDAC online data system, program directors and executive directors should receive an email containing the default username and password from a CAPSDAC Support Team member once their agency information has been added to the CAPSDAC
  • LEAAdmins and AppUsers are responsible for managing all user accounts in their agency for staff members who will be completing the child, staff, and classroom reports
• To access the CAPSDAC, users must log in to the Microsoft authentication management. The account log on screen is automatically displaced when clicking on the CAPSDAC online data system URL. Users should enter their username and password, then click the “Log on” button to proceed
• Upon logging in, users will be prompted to change their password by entering the old password and setting a new one
  • Usernames are case-sensitive and passwords are case-sensitive. Ensure all capital letters are entered as capitals and all lowercase letters as lowercase
  • For username or password assistance, LEAAdmins can navigate to the “Edit User” menu of CAPSDAC online portal and select the “Reset Password” option
• Upon logging in to the CAPSDAC, the user should see their agency’s dashboard. To add or modify an account, locate and click the “Account” button at the top right corner of the screen
  • The “Users” section displays all users with tabs for “User Name (Last, First)”, “Email”, “Username”, “LEA Name”, “Last Access (Timestamps)”, "Status”, and “View/Edit”
• Users can access the "Edit User” page by selecting “View/Edit” to modify user information
• Click “Update” to save changes or “Cancel” to discard them
  • At the top right corner of the Users screen, there is an “Add New User” button. Users can utilize this function to add a new user.
• The information required to create a new user in the CAPSDAC includes:
  • User Name (Last, First)
  • Email (ensure that users' email addresses are entered correctly; incorrect entries will result in users not receiving notifications from the CAPSDAC)
  • Phone Number
  • Username (ensure that the username is unique without duplication with other users; the username ends with “@capsdac.org”)
  • LEA Name
  • Status
  • After entering the information, click “Submit” and wait for the confirmation message “New user is successfully submitted”
  • Then navigate to the “User” screen, where the new user's information should appear in the “Account” and “User” tabs

Important Reminder

• The CAPSDAC User Group includes “AppUser” and “LEAAdmin”
• LEAAdmin users have the ability to request to reset their own password
• The CAPSDAC Account Status includes
• Active: The user can access the CAPSDAC
• Inactive: The user cannot access the CAPSDAC
• When a new user receives the account creation email from the CAPSDAC Support Team, which includes the link with username and password, they must change the password immediately
• Each user can only be assigned to one LEA with distinct email address
• A single account can be accessed on different computers and operating systems while still enabling password resets across various environments
• If the LEAAdmin users uncheck the “Status” box associated with a specific user, which marks the user as inactive, this user’s account will be frozen and inaccessible to the CAPSDAC

2.2 Edit Account Information

The CAPSDAC enables the agency to log on and edit the account as many times as necessary.

Instructions

• On the “View/Edit” User Screen, LEAAdmin users can modify the information, including
  • Last Name, First Name
  • Phone Number
  • LEA Name
  • Role (LEAAdmin or AppUser)

2.3 Deactivate Accounts

The CAPSDAC allows user accounts to be inactive while retaining the account. LEAAdmin account holders can deactivate an account within the LEA.

Instructions

• On the “View/Edit" User Screen, uncheck the box “Status” and select the “Update” button
• Select the “Account” button at the top right corner to go to the previous page

Important Reminder

• The CAPSDAC does not have a delete function. Unchecking the “Active” box marks the user as “inactive” and freezes their account, rendering it inaccessible without any active access to the CAPSDAC

The LEAAdmin users should monitor the activities of the LEAs users for data security concerns. If the LEAs users are inactive for a period of time, the LEAAdmin users should deactivate their accounts.

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