Activate, Deactivate, Lock, or Unlock Staff Accounts

Use the Staff Members tab to activate or deactivate staff members and lock or unlock staff member accounts.

Deactivating a staff member does not prevent the person from logging into Anthology Student. It only prevents them from being selected or assigned in the system. The only way to prevent a staff member from logging into the system is to: 

• Lock the staff member's account

• Remove (clear) the password for the staff member

Both deactivating and locking staff member keep a record of the staff member in Anthology Student.

Best Practice: If staff users are no longer part of the institution, we recommend making those users inactive in Anthology Student in case they are still tied to any records in the system. When users are marked as inactive, records such as Activities, Documents, etc., will still be assigned to them. There will not be any loss of data. No records assigned to them will be deleted. Inactive users can no longer be assigned to any records going forward. If you deactivate a user who is an advisor, we recommend that you reassign those students to an active advisor.

You cannot delete staff members. If, for some reason, you need to delete a staff member, contact Client Services.

Prerequisites and Access

You should be familiar with: Working with Instructors and Admissions Representatives.

Type of Staff	Access	Authorizations:
Admission representatives	Processes > Admissions > Admissions Representatives Maintenance	Common - Processes - View Admissions - Processes - Admissions Representative - Manage
All staff	Settings > System > Staff	System - Settings - Staff - Manage
Instructors	Processes > Academic Records > Instructor Maintenance	Common - Processes - View Academics - Processes - Instructor Maintenance - Manage

The table lists prerequisites specific to the action.

Action	Prerequisites
Deactivate	The staff member must not:  Be designated as an Instructor in Anthology Student (Member of a group that is configured with a Parent Group of Instructor Group Be scheduled as a secondary instructor for an active class Have the Automated User If you are using Financial Aid Automation (FAA), select the check box to specify that the staff member is the automated user. You can only specify one staff member. The staff member must be active, unlocked, must have a password that does not expire, and All Campuses must be selected for the Campus Group. The automated user can then be selected from the drop-down list to resolve Exception Processing Auto Resolve Type III exceptions. Anthology Student assigns all exceptions that are auto-resolved by the pool to the Automated User, except for the original exception that was resolved. check box selected as a special permission on their Financial Aid tab (Settings > System > Staff > select or add a staff member > Specialized Permissions) Have assigned tasks Be the System Administrator (code of ADMINISTRATOR) Have a code of SYSTEM If your institution is using the Student Financial Aid Automated Awarding (SFAAA) feature, the staff member must also not be a:  Manager in the Organizational Hierarchy or Delegation configuration for SFAAA Manager of active staff groups. Default Financial Aid Advisor in SFAAA You must make the needed changes in SFAAA to deactivate the staff member. For example, before you can deactivate a staff member who has other staff members/staff groups assigned to them, you must remove the configuration under Organizational Hierarchy or Delegate Staff Group Management for SFAAA. If Anthology Student is integrated with Anthology Finance & HCM, the staff member must not be designated as an instructor in Anthology Finance & HCM.
Lock	The staff member must not: Have the Automated User check box selected as a special permission on their Financial Aid tab (Settings > System > Staff > select or add a staff member > Specialized Permissions) Be the System Administrator (code of ADMINISTRATOR)

Deactivating Staff Members

There is more than one method for deactivating staff members.

• Activate or deactivate

  1. Highlight the staff member.

  2. Select Activate or Deactivate on the toolbar.

  — OR —

  1. Select the name of the staff member.

  2. Select or clear the Active check box.

  3. Select Save and Close.

  If you deactivate the staff member, the staff member: 

  • Remains displayed with No in the Active column
  • Is also no longer available to be assigned or selected from lists

• Lock or unlock

  1. Select the name of the staff member.

  2. Select or clear the Account Locked check box.

  3. Select Save and Close.

  If you:

  • Lock a staff member, they can no longer access Anthology Student
  • Unlock a staff member and you are using the Anthology Student database as your Authentication Mode Displays the method used to authenticate users. For information about the modes or to configure the mode, search for "Authentication Modes" in this help system., Anthology Student displays a message asking if you want to have the staff member change their password when they log in.