Principal (or delegate) tasks for non-government schools

A guide for principals on how to: -Log into the DoE Portal (Extranet) -Search for existing non-government staff accounts -Create new non-government staff accounts -Grant PRC coordinator staff access -Grant a delegate MSA and SMU authoriser access to act on your behalf -Reset a non-government DoE password -Reactivate an inactive non-government staff account

PRC Support
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36 steps
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3 minutes

Note: Most non-government principals have a DoE ID to access SMART data. If you don't know your DoE ID or password, please contact the[PRC team](mailto:PRC@det.nsw.edu.au)and provide your full name, school, and date of birth so we can create an account for you. All non-government DoE accounts have a 12-month expiry for security reasons. Principals are unable to reactivate their own accounts. If your account has become inactive, contact the [PRC team.](mailto:PRC@det.nsw.edu.au)

Signing into the DoE Portal (Extranet)

Navigate to <https://portal.education.nsw.gov.au/>

Enter your DoE username and password

If you see the error message "Incorrect user ID or password. Type the correct user ID and password, and try again" It's likely that your account has expired. Contact the [PRC team](mailto:PRC@det.nsw.edu.au) for help and state your DoE ID and school.

Click "Continue"

If you would like your browser to remember your login details, click the checked box and select "yes".

You should see two applications once logged into the portal: 1. Staff Management Utility (SMU) that allows you to create and manage non-government staff DoE accounts 2. Manage Staff Access (MSA) that allows you to grant staff accounts access to the PRC application - note, this function used to be performed by the AMU application **If you do not have these applications, or you are unable to access either of them, please contact the [PRC team](mailto:prc@det.nsw.edu.au)**

**We recommend having a minimum of 2 staff listed as coordinators.** In this scenario, we're going to add two staff members, Jennifer Honey (who has recently transferred from another school) and Valerie Frizzle.

Always search for preexisting staff accounts at other **non-government** schools before creating one to avoid creating duplicate accounts. Preexisting staff accounts from government schools cannot be transferred over to non-government schools - a new account will need to be created for them.

Searching for existing non-gov DoE accounts

Open the SMU application

Under **Search Utilities,** click "Staff Search." Enter the staff member's surname and first name, then click "search"

**If no accounts appear, no previous account exists for that staff member.** Proceed to Creating new non-government DoE accounts. **If an account appears, click on the last name to open the account.**

Check the information under both tabs to confirm if this is the same staff member

SMU will not allow you to create a new account for Jennifer Honey - please contact the PRC team and quote the UserID - DEC to have the account shifted to your school.

Note the the UserID - DEC down. Contact the PRC team to have this account shifted to your school.

Creating new non-government DoE accounts

Navigate to **Staff management** then click "Non Gov - Add Staff"

Enter your staff member's information, then click "Authorise"

If the account was created successfully, you will see a green success message. A red error message indicates an account exists with the same name and DOB - please contact the PRC team to have this account transferred over to your school.

Once a staff member's account has been created, they will receive an email with instructions on activating their account and setting a password.

Granting staff PRC Coordinator access in MSA

Click on the Manage Staff Access application

Click on Application view

Click on the PRC icon

Tick the names of staff you want to have PRC coordinator access. **Note: If you have just created an account, you may see an error message when you first tick their name. Wait a few minutes and tick it again - but if the issue persists, contact the [PRC team.](mailto:PRC@det.nsw.edu.au)**

Resetting a non-government DoE account password

From the DoE Staff Portal (extranet), click on the SMU application

Click on "Staff management"

Click "Reset password"

Enter the staff member's name and click "search"

Click the staff member's name from the results

Enter the new password in both fields, then click "Reset Password"

Confirm you want to reset the password

Check the password synch was successful by clicking on "Check Password Synch"

A "success" message for both domains indicates the reset was successful. Please allow up to 30 minutes for this change to synchronise across all DoE backend systems. Notify the staff member of their new password.

Note: If you see "Failure" in either of these fields, the new password will not work. Check the staff member's account is active before attempting to reset the password again.

Reactivate an inactive non-government staff account

Tip! If a staff member suddenly can't access their DoE account, it's likely that their account has become inactive. An inactive account will not appear in MSA and password resets will not work without reactivation.

From the Staff portal, open the SMU application

Click on "Staff management" then "Non Gov - Search/Update"

Enter the staff member's name, click "Search" then click on their name under the results

Enter a new expiry date (no more than 12 months from today's date) then click "Modify"

If you search for the staff member again, you will see their account is now listed as active, with a new expiry date.

Assigning a delegate to create and authorise accounts on the principal's behalf

Click on the AMU application

Click on "Delegate"

Click on "New Delegate" then click the plus icon next to the staff member you'd like to grant delegate status to

Tick the boxes next to the PRC and SMU applications

Tip! A staff member with delegate status can create new DoE accounts through SMU and grant/revoke access to applications. Delegates cannot assign new delegates.