SIS Vendor Credentialing Overview

LEA coordinators can use the SIS Vendor Credentialing screen to establish credentials for their SIS vendors or their parent or student portal vendors to access electronic SSRs.

Vendor credentials consist of a username and “secret key.” One set of credentials is generated per LEA regardless of the number of vendors. The credentials are only for the use of the SIS vendors or the parent or student portal vendors. The LEA must securely provide this information to each vendor to allow for the secure transfer of electronic SSRs from TOMS to the identified vendor.

As the expiration date approaches, TOMS will provide reminders to LEA coordinators to regenerate vendor credentials in TOMS. The reminders include:

  • Email notification—TOMS sends the LEA coordinator email reminders two weeks, one week, three days, and one day prior to the 365-day expiration date, until credentials are regenerated.
  • MyTOMS Home—An announcement is displayed on the MyTOMS home page beginning 14 days before vendor credentials expire and remains there until the vendor credentials are regenerated.
  • Text notification in TOMS—A current expiration day countdown is displayed on the Credentials screen.

To access the SIS vendor Credentialing screen, select the[Credentialing] navigation tab from the top navigation bar (figure 1).

Figure 1. SIS Vendor Credential Navigation

Select a section below for further information:

Establish SIS Vendor Credentialing

Use the Parent or Student Portal Vendor(s), Authorization to Release Student Data to Vendors, and Credentials sections to establish SIS vendor credentials (figure 2).

Figure 2. SIS Vendor Credentialing

Parent or Student Portal Vendors

Use the “Parent or Student Portal Vendor(s)” section of the SIS Vendor Credentialing screen to select one or more vendors from the Parent or Student Portal Vendor(s) list. LEA coordinators should select only the vendors with whom credentials should be shared.

  • To add a vendor that does not appear in the list, select “Other,” and then enter the vendor in the Other Vendor Name field (figure 3). The new vendor will be added only for this user but will not be added to the system list.
  • To update the Parent or Student Portal Vendor(s) list, select the [UPDATE VENDOR(S)] button. When the list has successfully updated, a confirmation pop-up message will be displayed (figure 4).

Figure 3. Parent or Student Portal Vendor(s)—“Other” Vendor Name

Figure 4. Confirm Parent or Student Portal Vendor(s)

Authorization to Release Student Data to Vendors

Use the “Authorization to Release Student Data to Vendors” section of the SIS Vendor Credentialing screen to confirm that LEA coordinators are authorizing ETS to provide SSR access to the designated vendors.

  • Select the “Authorization to Release Student Data to Vendors” checkbox.
  • Once the “Authorization to Release Student Data to Vendors” checkbox has been selected, either the [GENERATE CREDENTIALS] button or the [REGENERATE CREDENTIALS] button is displayed, depending on whether credentials have previously been generated for the LEA. For details, see the Credentials section of this document.

Credentials

Refer to this section for information about the status of vendor credentials and for instructions on how to generate or regenerate vendor credentials. Credentials last for 365 days. This screen provides warning text that shows either how many days remain before the vendor credentials expire or whether the vendor credentials have already expired.

  • The [GENERATE CREDENTIALS] button will be displayed the first time credentials are generated (figure 5). The “Proceed with generating credentials?” pop-up message is displayed.
    • Select the [CANCEL] button to stop generating the new credentials.
    • Select the [YES, GENERATE CREDENTIALS] button to continue generating the new credentials.
  • Once credentials have been generated, selecting [SHOW SECRET KEY] will display the credentials. Selecting [HIDE SECRET KEY] will hide the credentials with *. The user must notate the credentials before leaving this screen. Once the user leaves this screen, credentials must be regenerated in order for them to be displayed.
  • If the credentials have been generated at least once and have now expired, on-screen instructions will provide directions for regenerating the credentials (figure 7).

Generate Credentials Button

Figure 5. Generate Credentials

Figure 6. Regenerate Credentials

Figure 7. Credentials Have Expired and Must Be Regenerated