edlink Security

 

Local Security Coordinators are the primary contact for school system staff for LDOE Security issues.� They are authorized to provide user access for all LDOE systems (including EdLink).� For LEADS Portal or EdLink access, please see below:

 

Authorizing Security Coordinators

Security Coordinators are responsible for approving requests received from their school system staff for access to systems in the LEADS Portal and for access to EdLink 360.

 

For LDOE application systems:

For EdLink 360 only:

�      How to Authorize for all LDOE Application Systems: The Superintendent should contact [email protected] to request the� Security Coordinator Designee form to complete and return.

�      Approval: Once the Designee form has been processed and approved, the Username and Password along with additional information will be emailed to the Security Coordinator by [email protected].

�      For understanding roles and responsibilities: �Security Coordinators should refer to the email sent from [email protected] and the Totally Automated Security System (TAS) User Guide.

�      Requesting LDOE Application System Access: For LEADS Portal and eScholar system access, data managers should contact their local LEA Security Coordinator who is responsible for reviewing requests and approving or denying access.� Please refer to LEADS Portal Security for additional information.

�      For Issues unable to be resolved by the LEA Security Coordinator: The LEA Security Coordinator should email [email protected]

�      How to Authorize for EdLink only: The Superintendent should contact [email protected] to request the Security Coordinator Designee form to complete and return.

�      Approval: Once the Designee form has been processed and approved, the Security Coordinator must request Security Coordinator access through the EdLink Security application. Refer to EdLink Security.

�      Requesting Security Coordinator Access through EdLink Security: Security Coordinators must request Security Coordinator access and Data Manager access (if needed) through the EdLink Security application. Access is approved by the LDOE Security Manager.

�      Requesting Data Manager Access through EdLink Security:� Access: Data managers should request EdLink 360 system access through the EdLink Security application. The request will be routed to their local LEA Security Coordinator who is responsible for reviewing requests and approving or denying access. Please refer to LEADS Portal Security for information.

�      For Issues unable to be resolved by the EdLink 360 Security Coordinator: The EdLink 360 Security Coordinator should email [email protected]

 

 

The Security criteria for accessing EdLink 360 includes the following:

�         Whitelisting of each IP address that will be used to drop extracts on the PowerSchool sFTP server for overnight loading to EdLink

�         Receiving User Credentials (Username and Password) for accessing the PowerSchool sFTP server to drop extracts which include student, staff, calendar and attendance data.

�         Establishing a StaffID in eScholar for each person who will use EdLink Security for EdLink 360 Dashboard login. In addition a StaffID is needed for each staff person reported in all staff extracts include regular staff, vacant staff, contract staff and resident teachers.

�       Establishing a Username/Password using the Edlink Security registration screen (https://registration.edlink.la.gov/).

 

EdLink Security Resources

Please refer to the information on this page and the following resources for information about EdLink Security.�

�         EdLink Security User Guide v.4 December 2021

�         EdLink Security Training for Security Coordinators 08-11-21 � Slide Deck

�         EdLink Security Training for Security Coordinators 08-11-21 - RECORDING

�         EdLink Security Refresher Training 11-18-21 � Slide Deck

�         EdLink Security Refresher Training 11-18-21 - RECORDING

�         EdLink Frequently Asked Questions

Please refer to EdLink Frequently Asked Questions for information about EdLink 360.

 

Receiving User Credentials to Submit to the PowerSchool sFTP Server

Credentials are needed in order to access the PowerSchool sFTP server where extracts are dropped for overnight loading to EdLink 360.� �All Security Coordinators have been sent credentials including a Username and Password. If the credentials have been lost or misplaced, Security Coordinator should include the following in an email and send to [email protected]: 

�        In the subject line, include the Sponsor Code and Name (e.g. 001 Acadia) and specify PowerSchool sFTP Credentials request.

�        In the body of the email, include any other pertinent information (e.g. identify other technical contacts and/or vendors who may need credentials, list the sponsor codes and sponsor names if support is provided for multiple school systems, etc.)

NOTE: Please do NOT include your password or any previous passwords you have used.

Whitelisting IP Address(es) of Servers Used to access the PowerSchool sFTP Server

Security Coordinators should verify whether or not the IP Address of all servers that are used to access the PowerSchool sFTP for the dropping of extracts for loading to EdLink have been whitelisted.� �If there are questions about what servers have been whitelisted, please email [email protected].� If updates are needed Security Coordinators should include the following in an email and send to [email protected]: 

�        In the subject line, include the Sponsor Code and Name (e.g. 001 Acadia Parish) and the IP Address or range of IP Addresses for the School System

�        In the body of the email, include any other pertinent information� (e.g. identify other technical contacts and/or vendors who may require whitelisting of their IP Address(es)

NOTE: Home or private IP addresses cannot be whitelisted. When working from a location other than your school system office, work with your IT staff to set up VPN into your school system office.�

Email [email protected] if you have additional questions.

 

Establishing A StaffID in the eScholar StaffID system

A StaffID is required for each person who will use the EdLink 360 Dashboard login. EdLink Security confirms that a staff member exists in Staff ID for the current school year and that they also have a Username created at https://MyLA.gov associated in the State User ID field of eScholar Staff ID.

In addition a StaffID is needed for each staff person reported in all staff extracts loaded to EdLink 360 including regular staff, vacant staff, contract staff and resident teachers. Please refer to the eScholar resources for information about establishing and maintaining StaffIDs.�

Requesting Superintendent Access in EdLink Security and EdLink360

Why do Superintendents need to have access to EdLink Security?  

�         You will be able to approve/modify/reject Security Coordinators via the system, EdLink Security.  You will no longer need to send PDF forms and emails to add or revoke Security Coordinators for your district.  Please see Security Coordinator Approval/Modification/Rejection for more information in the EdLink Security User Guide.

�         You will have an �Administration� tab that allows you to pull reports for state reporting and district access changes.

�         You will be able to request access to other LDOE systems within the system, EdLink Security. (Ex: EdLink360)

�         First, Superintendents must create an EdLink username and password at:� https://My.LA.gov.

�         Next, Superintendents must ensure they have a StaffID assigned in the eScholar StaffID system and that the StaffID is linked to the username created at https://My.LA.gov/. See How to Link the EdLink Username to the eScholar StaffID.

�         Next, using the Edlink Security registration screen (https://registration.edlink.la.gov/), for the Location, Superintendents should request school system (district) access.� For city/parish school systems �Public School System� will be included in the name of the school system.� For Charter schools, usually �District Location� will be included in the name of the school system.

�      Location:� See Selecting School System (District) or School Level (Local) access in EdLink Security

�      Application: EdLink Security

�      Role: District

�      Permissions: Superintendent

�         Then, using the Edlink Security registration screen (https://registration.edlink.la.gov/), for the Location, Superintendents should request school system (district) access.� For city/parish school systems �Public School System� will be included in the name of the school system.� For Charter schools, usually �District Location� will be included in the name of the school system..

�      Location:� See Selecting School System (District) or School Level (Local) access in EdLink Security

�      Application: EdLink 360

�      Role: District Administrator

�      Permissions: Select All of the permissions that you would need to access and submit your request.

�         This request will be routed to LDOE. Once it is approved by the state Security Coordinator, you will receive an email.

������������������ ���From: �Louisiana Department of Education [[email protected]]

��������������������� Subject: EdLink Security Permission Status Update for [applicationName] [roleName]

��������������� (You may need to check your SPAM folder if you haven�t received the email in 24 to 48 hours after sending your request)

�         The user name created at https://My.LA.gov must be linked to the StaffID in eScholar.� See How To Link the EdLink Username to the eScholar StaffID

Superintendent�s Approval of School System User Access:

Once Superintendents have been approved by LDOE, the Superintendent is authorized to review, and approve/deny access requested by staff within their school system.

�         Superintendents will have the ability to approve any Security Coordinator in their system without using the designee form.

 

Requesting Security Coordinator Access in EdLink Security

Security Coordinators are responsible for approving requests received from their school system staff for EdLink 360 Dashboard login.� Security Coordinators should follow the steps below to request Security Coordinator access through EdLink Security (refer to the EdLink Security User Guide for additional details)..

�         First, Security Coordinators must create an EdLink username and password at:� https://My.LA.gov.

�         Next, Security Coordinators must ensure they have a StaffID assigned in the eScholar StaffID system and that the StaffID is linked to the username created at https://My.LA.gov/. See How to Link the EdLink Username to the eScholar StaffID.

�         Next, using the Edlink Security registration screen (https://registration.edlink.la.gov/), for the Location, Security Coordinators should request school system (district) access.� For city/parish school systems �Public School System� will be included in the name of the school system.� For Charter schools, usually �District Location� will be included in the name of the school system..

�      Location:� See Selecting School System (District) or School Level (Local) access in EdLink Security

�      Application: EdLink Security

�      Role: Local District

�      Permissions: Security Coordinator

�         This request will be routed to LDOE. Once it is approved Security Coordinators will receive an email.

������������������ ���From: �Louisiana Department of Education [[email protected]]

��������������������� Subject: EdLink Security Permission Status Update for [applicationName] [roleName]

��������������� (You may need to check your SPAM folder if you haven�t received the email in 24 to 48 hours after sending your request)

�         The user name created at https://My.LA.gov must be linked to the StaffID in eScholar.� See How To Link the EdLink Username to the eScholar StaffID

Security Coordinators who handle multiple school systems:

If you are the Security Coordinator for multiple school systems, follow the steps under Requesting Security Coordinator access in EdLInk Security for each of the school systems you support. This request will be approved by LDOE.

Security Coordinators who also serve as Data Managers:�

If you are the Security Coordinator and also a data manager, follow the steps under Requesting Data Analyst access in EdLink Security.� This request will be approved by LDOE.

Security Coordinator�s Approval of School System User Access:

Once Security Coordinators have been approved by LDOE, the Security Coordinator is authorized to review, and approve/deny access requested by staff within their school system.

�         Data Managers will require school system (district) level access if they are submitting/reviewing data for the entire school system

�         Data Managers will require� school level access if they are only reviewing data for a particular school

�         Other Users� roles and permissions are identified in EdLink Security and requests for those roles should be reviewed by the Security Coordinator for approval

Resetting Passwords and Retrieveing User Names

For instructions about resetting passwords or retrieving User Names, please see the Forgot Password section of the EdLink Security User Guide.

 

Requesting Data Analyst Access in EdLink Security

 

Security Coordinators

If they are also serving in a data manager role, using the Edlink Security registration screen (https://registration.edlink.la.gov/), Security Coordinators should request Data Analyst K12 access at the school system (district) level.

�      Location: See Selecting School System (District) or School Level (Local) access in EdLink Security

�      Application: EdLink 360

�      Role: Data Analyst

�      Permissions: K-12

This request will be routed to LDOE. Once it is approved you will receive an email and can successfully use the EdLink 360 Dashboard login

 

Data Managers

First,Data Managers must create an EdLink username and password at:� https://My.LA.gov.

Next, using the Edlink Security registration screen (https://registration.edlink.la.gov/), Data Managers should request Data Analyst K12 access at the school system (for district level access) or school level access as follows:

�      Location: Select school level or see Selecting School System (district) access or School Level (Local) access in EdLink Security

�      Application: EdLink 360

�      Role: Data Analyst

�      Permissions: K-12 To access student PII, also request Name, SSN, Address and DOB.

 

Data Managers who handle multiple school systems: If you are the Data Manger for multiple school systems, you will need to request access for each school system that you support.� See Requesting Data Analyst access in EdLink Security.�

 

Please refer to the EdLink Security User Guide for additional information.

How To Link the Username and StaffID in eScholar.

The eScholar Data Manager for each school system must submit all staff to eScholar StaffID. The User Name created in EdLink Security must be linked to the eScholar StaffID by adding it to the State User ID field in eScholar StaffID.

 

The eScholar data manager should follow the steps below to link the fields:

�      In eScholar StaffID, search for the person by the first/last name or by StaffID

�      Select the appropriate record

�      Select the EDIT STAFF button at the bottom right of the page

�      The Customer Defined Field will appear (see under the address section)

�      Enter the Username created at https://My.LA.gov

�      Select the UPDATE STAFF RECORD button at the bottom right of the page

We are looking into a process to eliminate the manual update/maintenance of this field.

It is not necessary to establish the link between the MyLA Username and the user�s Staff ID record in every school system in eScholar Staff ID if the user is support several school systems.

Rejecting user access in EdLink:� Please refer to the EdLink Security User Guide for instructions about approving, rejecting or removing user access. You may need to send the user an email about why their request was rejected and what they will need to do if their request can be corrected.

Approval Time for EdLink Security Requests: Once EdLink access is requested and approved, it will become effective in the EdLink 360 Dashboard by the next Business Day. For example, If the EdLink 360 Role and Permission was approved on Wednesday, it will be reflected in the EdLink 360 Dashboard on Thursday after the ETL completes.

Selecting School System (District) or School Level (Local) access in EdLink Security:

Security Coordinators should determine whether or not the proper district level of access has been selected in EdLink Security when requesting access and when approving access for users in their school system:

�         Login using the Edlink Security registration screen (https://registration.edlink.la.gov)

�         Go to the Registration Search tab and click on the location you want to check.

�         If you see �District� under the Role column of Edlink Security, you have school system (district) level access.

�         If you see �Local� under the Role column of Edlink Security, you do not have school system (district) level access. should contact [email protected] if school system (district) level access is needed.

�         For other school system staff requiring school system (district) level access, the above steps should be used to verify access.� If updates are needed, the user should make another request for approval by the Security Coordinator.� The Security Coordinator may need to revoke their previous access before approving their new request.

Correcting Errors when logging into EdLink

If you receive the following error when attempting to log into the dashboard using the EdLink Dashboard Login:

�Status Code: 405 Method Not Allowed � The method .specified in the Request-Line is not allowed for the resource identified by the Request-URI�

Ensure you have:

�         entered the correct link for the EdLink Dashboard Login (https://reports.edlink.la.gov/)

�         been assigned a StaffID submitted to eScholar for the current school year and it�s linked to your User Name in EdLink Security. Please See How to Link the EdLink Username to the eScholar StaffID.

If you receive the following error when attempting to log into the dashboard:

�You do not have a permission role to access requested application. Please contact your local security coordinator for assistance�

Ensure you have:

�         Attempted to log in with the same username you created at https://My.LA.gov (not any other username).

�         Requested the correct access in EdLink Security.� See Requesting Data Analyst Access in EdLink Security

See the EdLink Security User Guide or contact your school system Security Coordinator for additional assistance.

If you receive the following error when attempting to log into the dashboard:

�You do not have a valid User ID and StaffID linked.� Please contact your local Security Coordinator for assistance�

 

This error means you have not linked the username you created at https://My.LA.gov with your eScholar StaffID. Or, if you have previously linked it, it may have been removed or overwritten and needs to be linked again.�� Please See How to Link the EdLink Username to the eScholar StaffID

If you receive the following error when attempting to log into the dashboard:

�Status Code: 401 Resource Error�

Unauthorized � The request requires user authentication

This error means the User�s session has expired.� Please restart your computer or follow these instructions:

-          Close all browser sessions such that no Chrome sessions are left open

-          Open Chrome

-          Use the EdLink Registration screen link: (https://reports.edlink.la.gov/)

If you receive the following error when attempting to log into the dashboard:

Provided Email Address is already taken.� Please enter a different email address.�

 

This error indicates that a user has registered for a username with this email address, but the user�s email address has not been verified.  Please open the verification email you received from My.LA.gov and click on the link to verify. 

You will receive an email From: [email protected];  Subject: [Alert] Your User ID.

If accessing the EdLink 360 Dashboard login (https://reports.edlink.la.gov/Dashboard/), the screen is blank or the screen blinks:

After verifying your EdLink login credentials:

�         please try again

�         Close all browser sessions, open a new Chrome Browser and try logging in again.

�         Using the Edlink Security registration screen (https://registration.edlink.la.gov), ensure you selected the correct access (Location, Role, Permissions). See Requesting Data Analyst access in EdLink Security

Trouble-shooting tips for EdLink login issues

�        Review the available EdLink Security resources.

�        Refer to Correcting Errors When Logging into EdLink.

�        Review the most current Data Coordinator Office Hours and monthly Webinar for troubleshooting tips.

�        Verify with your local eScholar StaffID data manager that you have a StaffID for the 2021-22 school year and it has been linked to the username you created in EdLink Security (https://my.la.gov/). Please see Linking Your StaffID to User Name

�        Login into the Edlink Security registration screen and verify with your local Security Coordinator that you have requested and been approved for the proper school system, roles, permissions. See Requesting Data Analyst Access in EdLink Security

�        Security Coordinators who are unable to resolve issues should email [email protected] and include the following in your email:

�        In the subject line of the email list your 3-digit school system (for school system access) or list your site code (for specific school access)

�        In the body of the email, list the user�s name, email address and phone number

�        Login to the Edlink Security registration screen and attach a screenshot of the school system, roles, permissions you have requested and been approved for

�        Attach a screenshot of the error message you are receiving when using the EdLink 360 Dashboard login.

If you fail to include the above information including screenshots, there will be a delay in responding to your email.

�        Data Managers who are unsure about what role/permissions they should request, or unsure whether or not they have the correct role/permission should reach out to their local Security Coordinator.