Providing Access to Student Manager (OIT)

Body

Introduction

Student Manager is a registration management system primarily used by University Engagement and Extended Learning. It is used to register non-University enrollees into non-academic courses and conferences hosted by the University. This article is intended to aid end users and Help Desk technicians in gaining access to the Student Manager application.

Estimated Time to Complete

These steps will take 2-3 days to complete.

Vocabulary

Aceware

Aceware is the vendor that provides the software application Student Manager.

Student Manager

Software application used to book non-academic Courses & Conferences

IP Address

The address of the user computer needed by OIT in order to provide access to the Student Manager application.

Special Concepts

New user of Student Manager

If the end-user has never used Student Manager before, they will need to have access given to the server that runs the application. This requires approval from OIT and a request ticket will need to be submitted. Follow the Steps to complete the OIT request for Student Manager section.

Existing user of Student Manager who received a new or reimaged PC

If the end-user has access to use Student Manager, but they had to have their PC re-imaged, or they received a new PC, their IP address may have changed. First, attempt to create the desktop shortcut (step 10 below). If unable to create the shortcut, this means the IP address has changed. Follow the Steps to complete the OIT request for Student Manager access section.

Existing user of Student Manager requiring shortcut for the application

If the end-user has access to use Student Manager, but has lost the shortcut to the application, no approval from OIT is needed. The end-user simply needs to recreate their desktop shortcut. See step 10 for instructions on creating the desktop shortcut.

Steps to complete the OIT request for Student Manager access (performed by Help Desk)

These steps are required to be done by a Help Desk technician as the supervisor will not have access to the proper form.

Use TDX new Change Form or Service Request Form.
In the first field type firewall and select Firewall Change Request.
Update the title to be Firewall Change Request – Student Manager Access.
Requestor should be the supervisor of the user.
Select "Security/Security Standard Exemptions for the Service and Type will auto-populate with Security/Service Request – Security.
The user's IP Address should be entered in the Source IP Address field.
The Destination IP Address should be entered as 139.102.4.23.
Copy and paste the below text into the Use Case and Additional Information box, changing the IP address and user login name where indicated.
1. Example of what to enter into the ticket: "Please add IP address [xxx.xxx.xx.xx] (change the x's to match the user's IP address) to the software and hardware firewalls of the ace app server (isu-aceapp-001.isuad.indstate.edu 139.102.4.23). This is required so that user [insert University login name here], can use the Student Manager application. When firewall access has been completed please assign this ticket to TIS-Windows group to have user account added to the Windows Manager7 shared directory on the ace app server (isu-aceapp-001.isuad.indstate.edu)."
TIS – Security (Group) is the correct value for the Responsible field. It should be auto-populated.
Create a desktop shortcut to the application.
1. Open file explorer (a.k.a. My Computer or This PC)
2. Right-click in the address bar and type or paste the address \\isu-aceapp-001.isuad.indstate.edu\manager7
3. Scroll down to sm8.exe – right click it. Choose ‘send to’ and then ‘desktop (as shortcut)’.

Conclusion

You have just completed the process of setting up access to the Student Manager application. The user's supervisor is responsible for training and use of the application.