Support for school Delegated Authorisers

This guide is intended to familiarise yourself with the key ESL Online school Delegated Authoriser functions and responsibilities. It will show you how to invite staff to your school, and also how to maintain ESL user accounts for staff at your school.

Your role as a school Delegated Authoriser

If you’re a ESL school Delegated Authoriser, you can use ESL Online to view and maintain staff that have ESL user accounts for your school with access to Education Sector applications.

ESL Online provides a school delegated authoriser with the ability to:

  • Send invites for your school staff that are not already in your list of users in ESL Online
  • Maintain user details and access for your school staff that have an ESL user account
  • Unlock accounts for your school staff that have 'Locked' their ESL user account
  • Reset Passwords for your school staff that have an ESL user account
  • Generate a report with details of your school staff that have ESL user accounts

There are two ways to access ESL Online as a school Delegated Authoriser.

  • The old way was to logon to ESL Self Service.
  • The new way is to logon to ESL Online.  

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Logon via Self Service

If you have always used Self Service to access ESL Online for school Delegated Authorisers we have added a new Access section to the left hand menu to make it easier to find. 

Go to the Education Sector Logon page for Self Service.

https://identity.education.govt.nz/ui/selfservice/home

Enter your ESL username and password and select ‘Login’.

This will take you to ESL Self Service.

On the left hand menu under the Access section, clicking on 'Delegated Authoriser' will take you to the Delegated Authoriser Landing page. 

Please Note: You must have the ESL School Delegated Authoriser access role on your ESL user account to see the Access/Delegated Authoriser section in Self Service. Details on how to request this type of access is available here

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Logon via ESL Online

Go to the ESL Online page for school Delegated Authorisers:

https://identity.education.govt.nz/ui/delegatedauthoriser/search

We recommend you save this URL as a favourite on any web browsers you use.

Enter your ESL username and password and select ‘Login’.

You will be taken to the Delegated Authoriser Landing page.

Please Note: You must have the ESL School Delegated Authoriser access role on your ESL user account to be able to login successfully. Details on how to request this type of access is available here

Delegated Authoriser Landing page

The Delegated Authorisers Landing page should display your name next to the 'Logout' button on the top right of the screen. If someone elses name is displayed please advise the Education Service Desk straight away.

A list of your school staff that have an ESL user account is displayed to the right by default, up to 20 users can be shown on the screen at one time. Details displayed are Name, email and Username.

Please note: If no staff have an ESL user account for your school this section to the right will be empty.

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This landing page main function is to search for users at your achool.

You can search for a user or a group of users by using the various searchable fields.

The left hand menu allows a school Delegated Authoriser to navigate to additional user management functions such as invite user, search invites and reports.

You can also switch between a school Delegated Authoriser access and Self-Service access. Self Service access allows you to view and manage some of your own ESL user account details.

Please note: If you are a school Delegated Authoriser for more than one school you can select the school context from the Organisation search field.

Evidence of Identity requirements

Before you send staff an email invite, you need to confirm that you have sighted their Evidence of Identity documents. You can read more about the EOI requirements at: http://services.education.govt.nz/education-sector-logon/about/evidence-of-identity/

Invite a user to access your school

You can invite new staff that require ESL user access to Education Sector Applications at your school. 

The list of Education Sector Applications that your school use will vary depending on your school type.

Enter user's personal details as per their Evidence of Identity documents.

Select the required Organisation and associated access roles followed by the invite button.

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An email invitation will be sent to the user to complete the process. The invite will expire after 14 days if the user does not complete the invite process. If this happens, you can re-send an invite.

Detailed instructions of how users can accept an email Invite is available here;

http://services.education.govt.nz/education-sector-logon/user-support/setting-up-your-user-account/

Resend a user invite

If a user’s invite has timed out before they complete the process, or the invite was sent to an incorrect email address, then you are able to resend the invite.

Select the "Search invites' function from the left hand navigation menu.

You will need to search for the user’s invite by entering a search criteria and pressing ‘search’.

When you have the search results the Name field contains a link for each user, when clicking the link for the user you want will take you to the users details screen for that user.

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Note: the search invite function has a default setting to find pending and timed out invites (see checkboxes)

From the invite details screen, click on ‘resend invite’.

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You will be required to confirm the email address before you are able to resend the invite.

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Search for a user

You can find a user at your school by performing a search on the ‘search users’ page.

Select the "Search user' function from the left hand navigation menu.

Search user criteria available are;

Username, Given name, Surname, Organisation, Application, email address or Date of Birth.

You need to enter a search criteria and then press the ‘search’ button.

When you have the search results the Name field contains a link for each user, when clicking the link for the user you want that will take you to the users details screen for that user.

Common ways to search for users are via an Exact search or a Wildcard search. Examples of these search types are provided below.

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Exact search

The search will return user details that are an exact match on the criteria that you enter.

For example: if your search criteria is

-          Roberts (Surname field)

Then the system will return all users with a last name of Roberts.

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Wildcard search

You can perform a wildcard search to return a larger group of users.

For example: if your search criteria is

-          Roberts* (surname field)

Then the system will return all users with a last name that contains Roberts

 (e.g. Robertson will be returned as well as Roberts)

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Update user details

A user can edit their own contact details (Preferred name, email address or phone number) by using ESL Self Service.

Any changes to a users personal details (Given names, Surname, Date of Birth or Gender) must be done by a school DA or the Education Service Desk and requires a new Evidence of Identity check be completed to confirm the update for the user.

Select the "Search user' function from the left hand navigation menu.

Search user criteria available are;

Username, Given name, Surname, Organisation, Application, email address or Date of Birth.

You need to enter a search criteria and then press the ‘search’ button.

When you have the search results the Name field contains a link for each user, when clicking the link for the user you want that will take you to the users details screen for that user.

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Update user access to roles for applications

You can provision and de-provision application roles for your users by using the ‘edit roles and organisations’ function. You will need to find the user and click on their name to view their account details.

From the user’s account details screen, select the ‘edit roles and organisations’.

You can also access this function from the user management side menu.

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From the edit roles and organisations page, make the required adjustments by selecting or de-selecting application roles.

Some access roles need approvals which require Education Service Desk intervention. All other changes that you make in ESL online are available to your users immediately.

It is the School Delegated Authoriser's responsibility that staff at their school only have the access they need to do their job.

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Leaving your school

If a user is leaving your school then you will need to remove your organisation from the user’s account to ensure that all access is de-provisioned from that users account.

Doing this will remove the user from your list of staff in the Search Users screen as well.

Removing your school and access from a user

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Reset user login details

If a user has forgotten their username or password, or they are locked out of their ESL user account then you can use the ‘Reset login details’ function from the left hand menu to help them.

In all cases, you will need to search, find and open the user account to access the User Details section on the left hand menu which includes the 'Reset login details' otpion.

As the Delegated Authoriser, you must confirm the identity of the user requesting any of the following three account recovery actions;

Reset password 

Using this function will email a one-time password to the user. This one-time password will expire after 4 hours.

Please note: The user should use this one time password with their username via ESL Self Service to complete the password reset process. This must be done before the one time password expires, the email advises the user of the expiry date and time.

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Send username 

Using this function will send the username to the user's email address from the user details section. 

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Unlock account 

Can only be used to unlock an account that has an account status of Locked. This is useful to use when the user has locked themselves out of their account, but they actually can remember what their password is.

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School Reports from ESL

You can use the Reports functionality to view all ESL user accounts at your school and their associated applications and access.

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A report can be created to:

  • Generate a list of all of your ESL users and their access for all Education Sector applications (you can do this by leaving the application field blank) 
  • Generate a list of your ESL users for a specific Education Sector application (you can do this by selecting an application from the application field)

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The report will be generated as a Microsoft Excel download in CSV format.

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Logout

Once you have finished using ESL Online always use the logout link in the top right corner to terminate your session. This is a security requirement as an ESL user.

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