Issue: Extending Expiry Dates

Owned by Veronica Bucknell (Unlicensed)
Last updated: Sept 29, 2020
3 min read

Non-Government school teachers and principals require an Extranet account in order to access SCOUT,
Premier’s Reading Challenge (PRC), Access Management Utility (AMU) or Staff Management Utility (SMU). Extranet accounts should be maintained (expiration dates to be updated) on a yearly basis and it is against Department of Education protocol to extend accounts beyond 12 months. It is the responsibility of the Principal/delegate to extend the user’s expiry date.

Seven days before an account’s expiry date is reached, an automated email is sent notifying the user and their authorising superuser that the account will expire. Astute superusers will set the expiry date such that the notice to renew a user’s access to the Extranet will be received during term time.

Once a staff member leaves a school, they should no longer have access to a school’s SCOUT data. Principals and Diocesan Officers are responsible for updating this expiration date so that staff do not have access after they leave the school.

Expiry date extension can fall under these categories:

  • Extension of user’s access before expiry date

  • Extension of user’s access after expiry date. The password will also need to be reset.

  • Principal expiry date extension – since principals do not have the ability to extend their own access expiry date, this will need to be performed by the Diocesan Officer.

Expiry dates cannot be set more than 360 days from the current date. Setting a date later than this will return a red error message.

Resolution: Extending a user’s access before expiry

 

1. Superusers will need to access SMU from the main landing page of the Extranet Portal.

2. Select [Staff Management] on the left hand side of the screen. Select [Non Gov - Search/ Update]

3. Insert the user’s name into the search fields. Make sure that the location shown is your school. Then click [search]

4. Click on the user’s User ID. In cases where duplicate accounts exist, select the most current. This will be the User ID with the largest number.

5. All details marked with an asterisk are required. Extend the expiry date by no more than 360 days. Once the date has been changed, click [modify]. If the account has expired, the user will receive an automated email allowing them to set a new password.

Resolution: Extending expiry dates after expiry

If a user’s account has expired, do not create a new account for this user.

  1. Follow the above steps (1-5) and extend the access expiry date to today’s date

  2. Click Update.

  3. Then search for the user again, using steps (2-4) above

  4. Click on their name

  5. Extend the expiry up to 12 months from today’s date

  6. Click Update.