UC Department of Information Technology

Educan: Managing Users as a Portal Admin

School of Education

User Types:
After signing in, each user will land on their home page. The portal will always open with a greeting and a coloured badge naming your access level.

• Student - A candidate enrolled in a School of Education program
• External Reviewer - A district-based mentor or outside evaluator
• UC Faculty Member - University faculty or adjunct faculty
• University Supervisor - A supervisor (coordinator) of Option 6 candidates
• Administrator - School of Education staff with full access

How User Types are Managed:

Role changes take effect at the user's next sign-in, not immediately. The user must sign out and sign back in for the portal to implement their role change.

• Student
  • Student access comes from the university directory. If someone's badge is wrong at that level, it is a directory issue for IT. Please submit a ticket with IT.
• External Reviewer
  • External Reviewers are granted access by being added to the portal with their email address, and will then be sent an access code to create their account. This list is not managed by IT.
• UC Faculty Member - University faculty or adjunct faculty
  • Faculty and Adjunct access comes from the university directory. If someone's badge is wrong at that level, it is a directory issue for IT. Please submit a ticket with IT.
• University Supervisor
  • Supervisor access is a database list you control, so you can grant and revoke it yourself with no IT ticket.
• Administrator
  • Administrator access is a database list you control, so you can grant and revoke it yourself with no IT ticket.

Managing Administrators:

Administrator access is a database list you control, so you can grant and revoke it yourself with no IT ticket.

• Select Manage Admins from the Admin Dashboard.
• To add one, enter their UC email address and select Add.
  • They get administrator access at their next sign-in. 
• To remove one, select Remove on their row. 
• Two things to know: 
  • You cannot remove your own access. 
    • The portal blocks it, so you cannot lock yourself out by accident. 
  • Removal is reversible. 
    • The record is deactivated rather than erased, and re-adding the same address restores it without creating a duplicate. 

NOTE: Keep this list short. Everyone on it can impersonate any user and change everyone else's access.

Managing University Supervisors:

Supervisor access is a database list you control, so you can grant and revoke it yourself with no IT ticket.

• Select Manage Supervisors from the Admin Dashboard.
• To add one, enter their first name, last name, and UC email address, then select Add. 
  • They get supervisor access at their next sign-in.
• To remove one, select Remove on their row. 
  • As with admins, removal is reversible and you cannot remove yourself. 
• Removing a supervisor drops them back to whatever their directory group gives them — usually faculty. 
  • It does not touch anything they already submitted, and it does not reassign their candidates. If they were supervising active Option 6 candidates, arrange cover separately.

Managing External Evaluators:

External Reviewers are granted access by being added to the portal with their email address, and will then be sent an access code to create their account. This list is not managed by IT.

• Select Manage Evaluators from the Admin Dashboard.
• Adding
  • Enter their first name, last name, email address, and program, then select Add.
  • The portal generates a five-digit access code and emails it to them. 
    • They then use Register for Access on the sign-in page to set their own password — you never set or see it. 
  • Make sure to verify the email is correct. 
    • This is where the code goes, and it is the address they must type during registration; a typo means they cannot register at all.
  • The single-evaluator form is also available as Add External Evaluator.
    

• Adding Many at Once

  • Upload External Evaluators on your home page imports a batch from a CSV file.
    • The file needs one evaluator per row in the order First Name, Last Name, Email, Program. 
    • Anyone already in the database is skipped, so re-uploading a file does not create duplicates. 
    • The single-evaluator form is also available as Add External Evaluator.
      
  • Deactivating & Reactivating
    • Deactivating an active row moves them to the inactive list and stops them from signing in. 
    • Reactivating an inactive row restores it. 
    • There is no permanent delete, by design — evaluators are attached to evaluations they have submitted, and those records must survive. Deactivating is the correct way to remove someone who has moved on.
  • Editing Evaluator Records 
    • View/Edit Mentors on your home page opens the older evaluator management screen, where you can adjust an existing evaluator's details.
      

Impersonating a User:

This is the most powerful thing in the portal, and the most useful for support: it shows you exactly what another person sees. Use it to reproduce a problem someone has reported rather than asking them for screenshots.

• To Impersonate
  
  • Select Find User from Admin Tools, or Impersonate User from your home page.
  • Either search for a mentor or supervisor and select Impersonate on their row, or use the form at the bottom: enter the person's Student / Employee ID, choose their role, and submit. The portal fills in the rest from its own records.
• While Impersonating
  
  • A yellow bar sits across the top of every page for as long as it lasts, naming who you are impersonating and their role.
  • You now see the portal exactly as they do — their home page, their cards, their submissions.
  • Anything you do is done as them. A form submitted while impersonating is recorded as that person's submission. Treat impersonation as read-only unless you are deliberately fixing something on their behalf.
• End the Impersonation
  • Select End Impersonation in the yellow bar. 
    • Always end it explicitly when you are done.
  • You are returned to your own administrator session. 
  • Every session is written to the impersonation log with its start and end time, and a session left open reads as one that never finished.

When a User Reports Sign-In Issues:

• "I sign in but the badge is wrong." 
  • Their role is being decided somewhere. Check, in this order: 
    • Should they be an administrator? Check Manage Admins. Add them if not. 
    • Should they be a university supervisor? Check Manage Supervisors. Add them if not. 
    • Do they say Student when they should say UC Faculty Member? That comes from the university directory, not the portal. Send it to IT with the address they signed in with. 
  • In every case, remind them the change applies at their next sign-in — they must sign out and back in. 
• "I just added them and nothing changed." 
  • They are still on their old session. Have them sign out completely and back in. 
• "The Microsoft button does not work." (external reviewer) 
  • They are using the wrong entrance. 
  • The blue button is UC accounts only; they need the External Reviewer / District-Based Mentor Sign In panel below it. 
• "I never got my access code." (external reviewer) 
  • Confirm the address on their record in Manage Evaluators. 
    • If it is wrong, correct it and add them again to reissue the code. 
    • If it is right, check they are on the active list and not the inactive one. 
• "I cannot register — it will not accept my details." (external reviewer) 
  • Registration matches first name, last name, and email exactly as recorded. 
  • Compare their record with what they are typing. 
  • If the code was already used, they have an account and want Forgot Password? instead. 
• A student's list is empty when it should not be. 
  • Student records key on the 9-digit student ID. 
  • Impersonate the student and check what the portal thinks their ID is — a mismatch there, rather than missing data, is the usual cause. 
• A mentor cannot see their candidate. 
  • The mentor assignment lives on the candidate's timesheet, not on the mentor. 
  • Open the timesheet and check the assigned district-based mentor.

Your screens and processes may vary slightly from this document.