Managing High School Counselors

High school counselors play a crucial role in your dual enrollment program. They can:

• Review and approve student registrations
• Monitor student progress
• Access reports for their high school
• Support students through the registration process

Adding a New High School Counselor

1. Navigate to the Admin tab
2. Select "High Schools" from the right sidebar
3. Click on the name of the high school where you want to add a counselor
4. In the High School Users section, click the "ADD" button
5. Fill out the required information:
   • First and Last Name
   • Email Address (we recommend using their official school email)
   • Role: Select the appropriate role from the dropdown

Creating the Counselor's Account

You have two options for setting up the counselor's account:

Option 1: Send an Invitation Email

• Leave "Activate user" unchecked
• Click CREATE
• The counselor will receive an email invitation to create their own password

Option 2: Create the Account Directly

• Check the "Activate user" box
• Enter a Login (we recommend using their email address)
• Create a temporary password
• Check "Require new password on login" for security
• Click CREATE
• Communicate the login credentials to the counselor

Best Practices for Counselor Management

• Keep your counselor list current by deactivating accounts for staff who have left
• Consider having at least two counselors per school for backup
• Ensure new counselors know how to access available training resources
• Review counselor activity periodically using the reports feature

Monitoring Counselor Status

You can check the status of counselor accounts in the High School Users list:

• Confirmed: The counselor has created their account and can access the system
• Invited: The counselor has been sent an invitation but hasn't yet created their account

Managing Existing Counselors

To edit a counselor's information:

1. Click on the counselor's name in the High School Users list
2. Update their information as needed
3. Click UPDATE to save changes

To deactivate a counselor who has left:

1. Click on the counselor's name
2. Click the DELETE button
3. Confirm the deletion

Note: You cannot delete counselors who have active registrations assigned to them. You'll need to reassign these to another counselor first.

Counselor Access and Permissions

Counselors can:

• See student applications and registrations for their high school
• Complete approval steps in the registration workflow
• Access registration reports for their students
• View course offerings available to their students
• Monitor student progress in real-time
• Receive notifications about their assigned students or all students at their school (see our article on high school roles for more information).

They cannot:

• See students from other high schools
• Modify system settings or workflows
• Access sensitive financial information
• View college-side administrative functions