Family Access Management & NYC Schools Accounts Page 1

New York City Department of Education ● Last updated June 2015

Family Access Management &

NYC Schools Accounts

Technical Guide for Schools and Support Staff

June 2015

NYC Schools

Starting June 8, families will have a new way to access key information about their

child’s progress. NYC Schools gives families easy access to key information about

their child’s school records in one of ten languages from any computer or internet-

connected device from http://schools.nyc.gov./myaccount.

NYC Schools displays up-to-date information on attendance, grades, and general

student information to help track student progress throughout the school year.

Student test scores will be added in the next release, currently scheduled for

August 2015.

Family Access Management

The Family Access Management (FAM) tool is available to principals and school

staff assigned the role of family access manager in myGalaxy under “School

Functions”. Schools use FAM to create a parent’s NYC Schools account. Once

they are provisioned access, school staff use their DOE email credentials to sign

on.

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New York City Department of Education ● Last updated June 2015

Contents

Technical Guide for Schools and Support Staff ...................................................... 1

NYC Schools ....................................................................................................... 1 Family Access Management ............................................................................... 1

Family Access Management (FAM) Overview ........................................................ 2

Who has access to FAM? ................................................................................ 2 Creating a Parent’s NYC Schools Account ...................................................... 2 Connecting a Parent/Guardian to a Student .................................................... 3 Adding Additional Students to a Parent ........................................................... 5 Edit Parent Email Address ............................................................................... 5 Reset Account Password ................................................................................. 5

NYC Schools Overview ........................................................................................... 5

Who has access to NYC Schools? ...................................................................... 5 Signing into NYC Schools ................................................................................... 6

Account Management ...................................................................................... 6 NYC Schools Navigation .................................................................................. 8 Suggestions ................................................................................................... 10

Support .................................................................................................................. 11

Family Access Management (FAM) Overview

Who has access to FAM?

Access to the FAM tool is automatically provisioned to school principals listed as

“Head of School” on myGalaxy. Principals can assign the role of family access

manager to their parent coordinator or designee via myGalaxy “School Functions.”

The family access manager is responsible for parent verification, or linking the

parent to their student and provisioning access to his or her NYC Schools

account.

Family access managers sign into FAM using their DOE username and password

in order to complete the following steps:

1. Link students to their parent in NYC Schools

2. Print out a parent’s NYC Schools username and temporary password

3. Update a parent’s user email address

Creating a Parent’s NYC Schools Account

Parent Identity Verification

Schools provision access to NYC Schools to the parent who resides with the

student and has primary access to the student’s academic and biographical

records. In ATS, this parent is displayed with a “resides with” flag of Y and an

authorization code of 01 on the Parent/Guardian Display (PARD).

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New York City Department of Education ● Last updated June 2015

To grant a parent access to a student in NYC Schools, you will need to verify his

or her identity before linking the student with the parent. During an in-person visit,

the parent must present a valid form of photo identification, which may include the

following:

Driver’s license, permit, or State ID

Passport

IDNYC

Connecting a Parent/Guardian to a Student

Verify the parent’s identity before linking the parent to the student and creating his

or her NYC Schools Account. Then use FAM to create the parent’s account.

Access FAM here: https://nycenet.edu/FAM

1. Student Search

Log into FAM and navigate to the “Look up Student” page. Look up a student

using his or her student ID number.

To find a student’s ID number, use any student detail ATS report or

student document such as a report card or transcript.

Enter the student ID number and press the search button. If the student ID

number is incorrect, review that the ID is entered correctly and search again.

FAM will return the student name accompanied by the student ID in addition

to the parent(s) who may receive access to the student in NYC Schools.1

1 The “Look Up Student” feature searches all active students within the NYC DOE and is not

restrictive to students currently active in your school. The search will not return the student if he or she has an ATS student enrollment status of R, P, F, J, T or D. If the parent/guardian does not display for the student, review the ATS PARD screen available to the school in which the student is enrolled.

2. Parent Link

Once you enter the student ID number, FAM will display the primary adults

associated to the student in ATS. Verify the adult’s identity via the provided

photo ID and select the radio button for the parent creating their account, then

press “Create Account”.

If the parent does not display for the selected student, review the student’s

parent information in ATS. To view the student parent’s details, use the ATS

PARD screen or the RCON report. Update any incorrect information. Updates

made to parent information in ATS such as name, relationship, or

authorization to the student using the ATS PARU function will take 15

minutes for the data to transfer and refresh in FAM.

3. Confirming the Parent’s Email Address

Confirm or enter the email address provided by the parent for accessing NYC

Schools. If no email is associated with the parent in FAM, you will need to

enter and re-enter the email address provided by the parent and press “Save”.

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New York City Department of Education ● Last updated June 2015

If the student already has a parent associated with him or her, you may

choose to edit the parent/guardian’s email address, add another student or

reset their account password.

4. Parent Account Confirmation

Once you link the parent to the student, an “Account Created” message will

appear. This account confirmation screen will display the parent’s name, the

associated email address, and all students linked to that email account.

Print an account confirmation page and the NYC Schools credentials for the

parent by pressing the “Print Receipt” button. You have the option to print the

document in any of the ten DOE languages.

Confirmation Receipt: The confirmation receipt will provide the parent a

temporary password and directions on how to sign into the NYC Schools

application for the first time.

Change Confirmation Receipt Language: The default language for the receipt is

English; select any of the ten DOE languages to print the receipt in a different

language.

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New York City Department of Education ● Last updated June 2015

Adding Additional Students to a Parent

After the first student is linked to his or her parent, you can attach additional

students to the parent on the “Account Confirmation” page by pressing “Add

Another Student”. Enter the student ID number of the additional student and press

“Search”. Repeat the previous steps.

Edit Parent Email Address

If the parent would like to update his or her email address, press “Edit Email” on

the “Account Confirmation” page. On the “Edit Email” page, the parent’s current

email address will appear. Enter and re-enter the new email address and press

“Save”. Upon saving, you will be given the option to either reset the account

password or print an ‘Account Confirmation Receipt’.

Reset Account Password

If a parent needs a new account password, press the “Reset” button from the

“Parent Lookup” screen. From here, you can print an ‘Account Confirmation

Receipt’ for the parent containing the new temporary password.

NYC Schools Overview

NYC Schools currently displays three types of student data which can be viewed

in any of the DOE supported languages. Assessment data will be available in

August 2015.

Attendance – For the current school year, parents will see a count of total

number of days late or absent as well as the specific days when a student

was absent.

Grades – For each Marking Period, parents will see overall grades, who

taught the class, and any comments a teacher may have made for each class

a student attends.

Student Profile – Parents can review the contact information the DOE has on

file for student and parent. Parents can also view contact information for the

school in which the student is enrolled.

Assessments – For each school year, parents will see any state assessment

their child has taken, the test date, and their score. Available in August 2015

Who has access to NYC Schools?

NYC Schools access is provisioned by a school using the FAM tool. In order to

create an account, parents must have legal access to their child’s information and

reside at the same address as the child. Parents will need to visit a NYCDOE

school and provide photo identification. If a parent has more than one child

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New York City Department of Education ● Last updated June 2015

attending a NYCDOE school, he or she can create an account for all of them in

one visit. The parent is displayed with a “resides with” flag of Y and an

authorization code of 01 in the Parent/Guardian Display (PARD) in ATS.

In FAM, a parent is connected to his or her child via the personal email address

provided. A student can only be associated with one parent (one email address).

The application does not accommodate student access shared between multiple

accounts.

Signing into NYC Schools

Once a parent is provisioned access via FAM, they can sign into NYC Schools

using the email address and temporary password provided on the ‘Account

Confirmation Receipt’.

Access NYC Schools here: http://schools.nyc.gov/myaccount

On the login page, parents should type in the account email address NYC Schools

and temporary password found on the ‘Account Confirmation Receipt . If parents ’

forget their password, they can reset their password using the “Forgot Password”

link beneath the “Sign In” button. They can also contact their school’s family

access manager or parent coordinator.

After typing in their account credentials and before pressing “Sign In,” parents

must agree to the Terms of Use.

Account Management

Changing Password

If signing into NYC Schools for the first time, the parent must create a personal

password. First, the parent is asked to type in the current password and his or her

new password twice. When creating the password for NYC Schools:

The password must contain at least eight characters and one special

character (!, @, #, $, %, ^, &, *).

The password may be a combination of upper and lower case letters and

numbers.

After creating a personal password, the application will ask the parent to complete

several account security questions before proceeding. Both the NYC Schools

account password and security questions can be modified on the parent’s

“Manage Your Account” screen.

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New York City Department of Education ● Last updated June 2015

The parent must select and answer three security questions; each question

response must contain at least six characters, but cannot exceed thirty-two

characters.

Examples of available questions:

What is your mother’s maiden name?

What was the name of you high school?

What was the name of your first pet?

Forgot your Password

If the parent forgets his or her temporary or personal password, he or she may

reset the password using the “Forgot your password?” link found on the NYC

Schools login page.

On the “Forgot Password” page, the parent must type in the email address used to

create the parent’s NYC Schools account.

If an account exists for the parent, the “Change Password” page will appear for

the parent to create a new NYC Schools password. Upon saving the application,

the parent will be directed back to the NYC Schools sign on page to log in.

If the parent has trouble setting their password, the parent should contact the

child’s school for assistance.

Mange Your Account

After a parent officially signs in, NYC Schools allows the parent to update his or

her account attributes such as the email address, account password, and security

questions via “Manage Account” page.

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New York City Department of Education ● Last updated June 2015

NYC Schools Navigation

Select a Student and Language

Once signed in, parents will see all students linked to their account and have the

option to select their language preference to view . NYC Schools

First, the parent should select their language preference. The default language is

English. Additional languages include Arabic, Bengali, Chinese, French, Haitian

Creole, Korean, Russian, Spanish, and Urdu.

After selecting a language, the parent may select a student. For each student

linked to the parent’s NYC Schools account, the system will display the student’s

name, NYC student identification number, current school, and grade level. To view

additional information for the student, the parent should press the “Select” button.

This returns the parent to the “Student Home Page”.

Parents may return to this page by selecting the “Change Student” link found next

to the student’s name.

Student Home Page

currently displays student attendance, report card grades, and NYC Schools

biographical profile. There are two methods of navigation: a parent may use the

menu buttons found on the “Student Home Page” or the navigation links found on

the upper right-hand corner of the application.

Attendance

The “Attendance” page for displays for the overall number of days the student was

absent and tardy (late) for each school year. Additionally, the page lists the

specific absence dates.

Attendance Data Source

Data Element Description

Days Absent Cumulative days absent “A” across all

schools for a given school year in ATS.

Days Late Cumulative days late across all schools

for a given school year in ATS.

Days Absent (School Year) Actual absent dates across all schools for

a given school year in ATS.

Grades

The “Grades” page displays the current year student’s report card and final grades

for each school term.

Attendance populates

using ATS daily

attendance data.

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New York City Department of Education ● Last updated June 2015

For each Marking Period, expand to see the following details:

Marking Period Dates

Subject/Course Code and Section

Teachers assigned to the subject/course-section

Subject/Course-section marking period grade

Subject/Course-section comment codes and teacher narrative

By pressing “Grades” on the page, the parent is shown the “Explanation of

Grades” page which provides the DOE’s grade definitions.

Grades Data Source

Data Element Description

Marking Period Dates

Middle/ High School: Number of marking

periods and dates defined for year/term on

the STARS Client Manage Term and Marking

Periods.

Elementary School: Number of Marking

Periods and dates defined for year/term on

the STARS Classroom Report Card Set Up.

Subject/Course-Section

All subject/ course-sections that appear on a

student’s report card.

Any subject/course-section assigned to the

student containing grades.

Subject/Course-Section Teachers

All subject/ course-sections that appear on a

student’s report card.

For middle/high schools this is the name

listed for the course-section on STARS Client

Master Schedule.

For elementary schools, this is any teacher

assigned to a student via OC, individual

programming.

For PIPO, this is the teacher assigned to the

record.

Subject/Course-Section RC Mark All subject/ course-sections report card marks

that appear on a student’s report card.

Subject/Course-Section Comments

All subject/ course-sections report card

comments that appear on a student’s report

card.

Subject/Course-Section Narrative All subject/course-sections narratives that

appear on a student’s report card.

Finalized marking

period grades and

comments populate

from STARS.

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New York City Department of Education ● Last updated June 2015

Student Profile

The “Student Profile” page displays basic student information the DOE has on file

for a student, his or her parent, and current school.

Student: Student name, student ID number, address, and phone number

Parent/Guardian: Parent/guardian name, address, and phone number

School: School name, phone number, and school start and end time

Student Profile Data Source

Data Element Description

Student Profile – Name Student’s first, middle, and last name as it

appear in ATS BIOD.

Student Profile – ID Student’s ID as it appear in ATS BIOD.

Student Profile – Address Student’s primary address as it appears in

BIOD.

Student Profile – Phone

Number

Student’s primary phone number as it

appears in BIOD.

Parent/Guardian – Name Student’s primary adult’s name as it appears

in PARU.

Parent/Guardian – Address Student’s primary adult’s address (in most

cases the same as the student) as it appears

in PARU.

Parent/Guardian – Phone

Number

Student’s primary adult’s phone number (in

most cases the same as the student) as it

appears in PARU.

School – Name School name as it appears in LCGMS.

School – Phone Number School phone number as it appears in

LCGMS.

School – Time Start and end times defined in the school time

tables.

Suggestions

If parents have suggestions or recommendations for enhancements to NYC

Schools they may use the “Suggestions” page. The DOE will review and work to

incorporate these recommendations in future releases. Due to volume, not all

suggestions will be responded to directly.

Biographical populates

from ATS, LCGMS, and

School Times.

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New York City Department of Education ● Last updated June 2015

ATS Parent Function/Reports

ATS Report

Display Parent/Adult Info (PARD)

Use to view all adults linked to a

student and the authorization,

relationship, and address information.

Update Parent/Adult Info (PARU) Use to update adult information.

Emergency Contact Student List (RCON)

Report lists all adults linked to a

student. Use the filter options to view

adults by their authorization,

relationship codes and resides with

flag.

Student Emergency Contact Form

(RECF)

Use in the ‘data collection format’ to

collect updated adult and student

information.

Adult Preferred Language Report (RAPL) Use this report to view a parent’s

preferred written and oral language.

Adult Detail Report (RADL)

Similar to the RCON and RECF report,

use this report to see adult detailed

information.

Information Labels (RLBI)

Information labels that display all

primary adults for an individual

student.

ATS Authorization Codes

Authorization

Code Description

01 DISCIPLINARY CONTACT WITH EMC/APC/SM PRIMARY

02 DISCIPLINARY CONTACT WITH EMC/APC

03 EMERGENCY CONTACT WITH APC/SM

04 EMERGENCY CONTACT WITH APC

05 AUTHORIZED TO PICK UP CHILD_(APC)

06 SCHOOL MAILINGS_(SM)

07 COURT ORDER - NO ACCESS TO CHILD OR RECORDS

08 DECEASED

09 EMERGENCY CONTACT_(EMC)

ATS Relationship Codes

Relationship

Code Description On Screen Description

01 MOTHER MOTHER

02 FATHER FATHER

03 GRANDPARENT GRANDPRNT

10 SISTER/BROTHER SIS/BROTH

11 OTHER RELATIVE OTHER REL

12 STEP PARENT STEP PRNT

13 SURROGATE PARENT SURR PRNT

14 FOSTER PARENT FOST PRNT

15 AGENCY AGENCY

16 WARD OF STATE STATEWARD

17 OTHER LEGAL

GUARDIAN GUARDIAN

18 NON-RELATIVE NON-REL

19 EMANCIPATED YOUTH EMANCIPAT

Support

For immediate support for FAM and NYC Schools, school administrators can call

the service desk at (212) 374-6646.

If you have suggestions about FAM or NYC Schools, please contact

nycschoolsaccount@schools.nyc.gov. Parents may use the “Suggestions” link

found in their NYC Schools account.

Parents are encouraged to contact their schools with questions and assistance

with the application.