SSO Account Access

Once Regent has configured SSO for the school, students will have immediate access to the Student Experience portal without creating an account or entering credentials.  When the student accesses the portal via the school's individual Student Experience URL, the student will be immediately directed to the Dashboard.  Parents will, however, have to set up a new account in the Student Experience Portal, following the non-SSO registration steps below.  Students will need to re-invite parents to sign any in-progress Smart Forms or documents.

For schools configured to use SSO, if the student cannot be authenticated, they will receive a message that utilizes data fields configured on the General tab of Portal setup: Unable to login. Please contact the [Office Name configured in Regent Award] at [Office Phone configured in Regent Award] or [Office Email configured in Regent Award].

Non-SSO Account Registration

If a school is configured for non-SSO Account Registration, students and parents will need to create an account in the new Student Experience Portal.  Previously created SNAP accounts will not be migrated to the Student Experience applications.  Once the student has created their Student Experience account, any in-progress Smart Forms will be compatible with Student Experience.  The student can view their progress in Student Experience and complete the form.  Students will need to re-invite parents to sign any in-progress Smart Forms or documents. 

Each step of the account registration process is clearly labeled numerically so the user can see the progress they are making through the process.  The Student Experience Portal Setup Data Elements General configuration allows the school to configure a message to appear on the Sign In screen via the "Display Login Instructional Message" and "Login Instructional Message" configurations.

Step 1: Account Creation

From the Student Experience Sign In screen, select "Sign-Up."

Note:  The Sign In screen includes a "Remember me" option.  If selected, the next time the user accesses the Sign In page (after previously logging out), the Email field on the Sign In page will be pre-populated with the saved credential. The Password field will not be pre-populated.  The user can then login by clicking “Login,” without re-entering any credentials. 

On the Sign-Up screen, provide an email address and password, then complete the reCAPTCHA security question. 

• All fields on this screen are required. 
• A standard validation message will be displayed if the entered email address is already in use.
• The email address field has format validation.
• The password cannot be the email address used for registering.

The email address used for creating an account can be any email address the user has access to; it's not required to match an Email Contact in Regent Award.  All emails generated by the portal will use this email address for contacting the user.  Passwords should contain 8-16 characters, and include at least one upper case and one lower case letter, and one number or any of the following symbols ! @ $ % * ( ) ?.  When the form is complete, select "Continue."  

Step 2: Email Authentication

Once the user has completed Step 1, the following "Step 2" screen will appear, directing the user to check their email for an Account Validation email.  Note: If the user has not received the email, they can click on the "here" link at the bottom of the screen to have the Account Validation email resent.

Access your email to look for an email with the subject line "Verify your email for [School Name]."

Open the email and click on the validation link provided.

The user will receive the following confirmation screen when their account has been validated.  Select "Continue" to proceed to Step 2.  If the user happens to not access their email to obtain the link, or the link expires before they access it, the user can re-login using the Sign In screen and they will be presented with the "Step 2" registration screen again, where they can have the email resent to them.  

Step 3: Student Account Validation

Once the student has selected "Continue" from Step 2, they will be directed to the Sign In screen where they will need to enter their email address and password they set up in Step 1.

This will direct the user to Step 3, Account Validation. 

There are several important items to note about this Step:

• All of the fields on this screen are configurable via the 'Account Mgt' tab of Portal setup.  
• If First and Last name are chosen, the data entered here must match the data entered in Regent Award in these fields.  For example, if Regent Award contains the text "John R." in the First Name field, then "John R." must be entered in the First Name field on Step 3.
• The "Location" value can be configured to show a list of the school's Institutions, Campuses, or Sites.
• Either the ExternalID1 or External ID2 must be configured, but not both.
• The email address entered here must match one of the email addresses on the student's record in Regent Award.  See Student Details tab → Contact Information → Email

The information provided in these fields is required to match an existing Regent Award student record. 

• The number of attempts for an invalid match is limited when providing student information.  If the user attempts invalid data 5 times, the user's account is locked or 15 minutes. Once 15 minutes have elapsed, the account will automatically unlock.
• A validation message is displayed if there is not a match between a Regent Award student and the information provided.

If the information provided by the student is a match to a Regent Award student record, Step 3 is complete.  The user is redirected to the Dashboard, and the system will generate an Account Creation email.

Each time the student logs into the Student Experience Portal, the Last Portal Login Date/Timestamp field on the Student Summary tab of Regent Award is updated.

Step 3: Parent Account Validation 

Step 3 for the Parent is very similar to that of the student, with the exception of the field options provided, which are not configurable.  Once the parent has selected "Continue" from Step 2, they will be directed to the Sign In screen where they will need to enter their email address and password they set up in Step 1.  This will direct the user to Step 3, Account Validation. 

The parent will need to provide the following data in order to verify the account:

• Parent First Name (as it is listed in the email invitation received)
• Parent Last Name
• Parent Social Security Number (only last 4 digits should display in the field)
• Parent Date of Birth

The information provided in these fields is required to match the information provided in the Parent Invite. 

• The number of attempts for an invalid match is limited when providing student information.  If the user attempts invalid data 5 times, the user's account is locked or 15 minutes. Once 15 minutes have elapsed, the account will automatically unlock.
• A validation message is displayed if there is not a match between an invited parent and the information provided.

If the information provided by the student is a match to an invited parent record, Step 3 is complete.  The parent is redirected to the Dashboard, and the system will generate an Account Creation email.  Note: A parent account may link to multiple student accounts via the parent email used when invited to sign the forms.  See the Multiple Accounts topic below.

Note: The Document Setup configuration field for 'Parent Identity Verification Attempts Allowed' is not be used by the Student Experience portal but will be maintained on the Document Setup screen for the SNAP product.

Change Password

For schools using the non-SSO Login method, students may change their password from their Profile within Student Experience (and parents may change their password regardless of whether the student is using the non-SSO or SSO login method).  The Profile can be accessed by selecting the user's name at the top of the screen, or the profile "photo" on mobile.  Note: In the initial release of Student Experience, the student's actual photo from Regent Award will not appear in the upper right corner, but instead, a generic "user" icon will appear in its place.  

Click on the user icon or the student's name to expand the student menu, then select "My Profile."

Scroll down to the bottom of the User Profile and there is a form where the Current Password must be entered, as well as the New Password, and Confirmation of the New Password.  Recall that passwords should contain 8-16 characters, and include at least one upper case and one lower case letter, and one number or any of the following symbols ! @ $ % * ( ) ?.  Passwords cannot match the email address used to create the account and the new password cannot be the same as the current password.  When the form is complete, select "Save."  A confirmation message will appear to indicate that the password has been updated.  A password reset confirmation email will be sent to the user.

Password Reset

To reset a forgotten password, select the "Reset your Password" link from the Sign In screen.

The Forgot Password form is displayed.  Enter the email address associated with your Student Experience Portal account, then select "Send Instructions."

An email with a password reset link will be sent to the email address provided.

Access your email to look for an email with the subject line "Reset your password for [School Name]."

Open the email and click on the link provided.

The link will take you to the Reset Password form. Enter a new Password, and re-enter it to confirm.  Recall that passwords should contain 8-16 characters, and include at least one upper case and one lower case letter, and one number or any of the following symbols ! @ $ % * ( ) ?.  Passwords cannot match the email address used to create the account.  When the form is complete, select "Save."  

A password reset confirmation email will be sent to the user.

Student Profile

The Student Profile can be accessed by selecting the user's name at the top of the screen, or the profile "photo" on mobile.  Note: In the initial release of Student Experience, the student's actual photo from Regent Award will not appear in the upper right corner, but instead, a generic "user" icon will appear in its place.  

Click on the user icon or the student's name to expand the student menu, then select "My Profile."

The Student Profile provides details about the student including External ID (based on which External ID is configured under Portal Account Mgt, using the label configured on the Institution Setup, Student ID tab), Phone Number, Address and Birthdate.  If any of this information is incorrect, the student must contact the school to make updates.  The message displayed here will dynamically pull the Office Name, Office Phone and Office Email from the General tab of Portal Setup in Regent Award.

An optional additional message is displayed here, Click here to send a message now., if the school is configured to use the Message Center component and has configured "Student Message are Read Only" as unselected.

Logout

In order to Logout of the Student Experience Portal, select the Student Profile (icon or name) and then select "Logout."  The non-SSO school users and parents will be redirected to the Sign In screen.  SSO school users will be directed to the URL configured on the "Logout Redirect" field on the Account Mgt. tab of Portal Setup.  The "Logout Redirect" field will display only for schools who've chosen SSO from the "Login Method" field on the Account Mgt. tab of Portal Setup. 

Multiple Accounts

It is possible that the student could create two or more Student Experience Portal accounts.  On Step 3 of account registration, the student will link the newly created account to their Regent Award Student Profile.  The student will simply have two accounts, which both allow them to access their Regent Award information.  When the student logs in, Regent Award will track the email address being used to access the Student Experience Portal.  The email address that the student most recently logged in with will be the email address used for portal communications.

A parent may also have multiple Student Experience Portal accounts.  This can occur if one or more students invite the parent to sign documents using two or more different email addresses.  The email address used to invite a parent to sign a document is associated with the document and remains associated with it unless a new email address is provided prior to the parent account being created.  The parent will only see the documents associated with the email address used at the time of login.  For example:

1. The parent has only one student who has invited the parent to sign a document on the portal multiple times using different email addresses.
   • If the parent did not create an account under email address #1, and then I got a second invite to sign the document using email address #2, the invitation for email address #1 would become invalid.  Email address #2 would be associated to the document, and the parent will need to create a portal account using email address #2 in order to view and sign the document.
   • The parent did create an account and signed documents using email address #1.  Later, the student invited the parent to sign additional documents, using email address #2. The parent would have to create an account using email address #2 in order to access and sign the additional documents (or, work with their student to receive a new invitation to sign the documents using email address #1).  When the parent logs in using each of the two email addresses they will see only those documents which are linked to the email addresses - meaning only those specific documents the student invited them to sign using the specified email address.
2. The parent has two children inviting them to sign documents on the same portal; one child uses email address #1 and the other child uses email address #2.  The parent will need to create a Student Experience portal account with both email addresses in order to access and sign all of the documents.  When the parent logs in using each of the two email addresses they will see only those documents which are linked to the email addresses - meaning only those specific documents the student invited them to sign using the specified email address.
3. The parent has two children inviting them to sign documents on the same portal; both children invite the parent to sign documents using email address #1.  The parent will create only one Student Experience portal account using email address #1, and will be able to view and sign the documents for both students with that account.