LEA Administrators and Data Auditors

If you have staff members in your LEA or charter school who were using accounts in the IAM Service but they no longer show up, the first place to check is typically the payroll system that your LEA or charter school uses. This occasionally happens with 10 and 11 month employees when their work/job Start Dates are not present or not in the upcoming school year in the payroll system.

The NC DPI process that populates/stores an employee's email into their NCEdCloud IAM Service account, begins by searching 2 or 3 source data systems to find staff email address.  In order, the process starts with PowerSchool, then checks LINQ HR (if used by the LEA), and finally HRMS. The process stops the first time it finds an email populated for the user.

The ability to see the "My Students" tab in the Rapid Identity Portal under Profiles view, is based on whether the employee who logs into the IAM Service has one of the designated "Teacher Job Codes".  Job Codes are setup by the NCDPI and are assigned to an employee through their payroll system and stored in the UID system.  Below are the job codes (sometimes referred to as object codes), that allow an employee to see the My Students tab.

The complete process for restoring an account to unclaimed status is:

Home Base Maintenance Periods typically involve downtime of PowerSchool and sometimes other Home Base applications. However, during such downtime, other IAM Service integrated applications remain available.

For a complete schedule of Home Base Maintenance Periods, please see... Home Base Maintenance Schedule

Upstream data processes produce the user data that is provided to the NCEdCloud IAM service early in the morning on Monday through Saturday. If an updated data field value is entered into that field's source system prior to that source system's cutoff time, then the data is provided to the IAM service the following day. (Note that data is typically NOT provided to the IAM service on Sunday mornings).

Any user, including new teachers, must have a UID in order to appear in the IAM Service. UIDs are obtained through the UID process.  Please see the summary and detailed explanations below...

UID Summary: 

The Tech Director/CTO for an LEA or Charter School should be the first person to claim their account and request the LEA Administrator Role.  To request a privileged role for others, choose the ‘Workflow’ button on the left menu and then choose the ‘Requests’ tab along the top. Select the desired role checkbox(es) (LEA Administrator, LEA Data Auditor, LEA Help Desk, LEA Student Help Desk) and click the Submit Requests button.

The My Employees tab or the My Students tab under Profiles in the IAM Service is a "Search" function. You need to enter some criteria to select the users you want to lookup. The easiest search is to enter an asterisk * wildcard in the search window and click the Search button. This will only return the first 1000 matching records, however, which is the limit of the query.

Frequently, employees that transfer from another LEA or Charter School are not updated in their former payroll system, and therefore the UID system, in a timely manner.  If you find that the Profile of an employee still lists information from a former LEA or Charter School (e.g. LEA Code and/or School Codes), you will need to contact that LEA/Charter School and have them update their Payroll System and push an upload to the UID System.