Auditing Specific Changes Made in Genesis

This page reviews methods for auditing changes to special tasks and screens.

The following is a list of items being changed, and how to audit them (find out who/when/where the change was made).

TABLE OF CONTENTS

• Updates to Student Records
• Updates to Scheduled Tasks (Core module)
• Updates to Security (Users & Roles)
• Updates Relating to Parent/Student Portal
• Updates to Next Year Scheduling > Process Control

Updates to Student Records

Student ID has been changed... 

To audit a change in a student's local ID using the Admin > Students > Change Student ID screen:

Student Record was Deleted... 

To audit the deletion of a student record, via the Admin > Students > Delete Student screen:

The Mass Change tool has been run... 

To track how and when the Student-Data > Mass Change tool has been run:

The Message column will indicate what student data field or record has been added/changed. It will also reveal how many students were in the student list used for the update, how many students were affected, and how many were skipped.

A Course Replace was performed on a student's schedule... 

If you would like to confirm that the "Replace Course" tool was used to transfer a student from one class to another while transferring their grades and class attendance as well. This is different from performing a Drop Course then an Add Course, as this will not transfer grades + attendance to the new class.

The Message column will indicate the student ID this task was performed on, as well as the previous course and transferred course. The second course/section listed is the one that should now contain all grades and class attendance for the student.

Updates to Scheduled Tasks (Core module)

A task has been enabled/disabled or had its time adjusted... 

If a scheduled task has had its run time changed or has been turned on/off, you may audit these changes by doing the following:

The Key column will contain the name of the interface that has been updated. The Field column will indicate what field has been changed (ex: if 'enabled' was set to 'true' then the task was turned ON).

A scheduled task has had its configuration/options changed... 

If the options were changed on any of your interfaces with Genesis for example, you may audit these changes as follows:

The Key column will contain the name of the interface that has been updated (ex: "Blackboard Connect"). The Field column will indicate which option within that task has been changed.

District E-mail settings have changed... 

Here is how to audit changes made to the Core > E-mail > Setup screen:

Updates to Security (Users & Roles)

A user was disabled due to too many incorrect password attempts... 

Open up the user's Genesis account via Setup > Security > Users. Then, run a 'security event report' on the user as follows:

The attached report will list all instances the user logged in, logged out, had an incorrect password, and indicate that they were "disabled due to too many bad password attempts" with date/time of the event.

A user's properties were changed... 

For example, if a user has been manually enabled or disabled, you may audit these changes as follows:

A new role has been assigned to a user... 

If a user had a new role assigned, you may track this change as follows:

A role has been removed from a user... 

If a user's role has been removed, you may track this change as follows:

A screen has been removed from a Role... 

If a user has updated a role via Setup > Security > Roles and has unassigned one of the Genesis screens:

A securable location has been added to a Role... 

This audit will assist in tracking when a role has been updated with a NEW Genesis screen added:

A report was removed from a role...
This audit will show you when a report was removed from a particular role.

The system's Password Policy has been changed... 

This audit will allow you to see when the Setup > Security > Policy screen has been updated in Genesis. Fields such as password policy, user lockout policy, and maintenance mode option are seen here:

Updates Relating to Parent/Student Portal

Portal has been activated or deactivated... 

You may track when the status of your parent/student portal has been changed via the Parent Access > Setup > District Settings screen, as follows:

The Field column will indicate the different status types your portal may exist in. For example, if you see parentModuleNoStudentMode being set to true then this means a user has updated the portal's status to

No Student Accounts via the Parent Access > Setup > District Settings screen.

Parent/Student portal's Password or Lockout Policy has been changed... 

You may track when the portal's security settings were changed as follows:

Portal Login screen has been updated... 

If a user were to change the information displayed on the parent's Login screen, via the Parent Access > Setup > District Settings > Logon screen, you may audit this as follows:

The email address has been updated for an account / logon... 

If you aren't sure what may have updated a student or their parent's logon ID (the e-mail address they use to log onto the portal) it's possible they updated the e-mail address / logon id themselves. To verify this, you must open the account via the Parent Access > Setup > Users screen. Then, run a security report on them as follows:

Other properties were changed on a portal account... 

To track changes individual changes made to the parent/student accounts by a staff member (ex: logonid or password changed, enabled/disabled, etc) you may search the following area:

Hint: You may be able to determine how a change was performed, for example how the Password field may have been changed, by looking at the User on the audit record. In the screenshot above, we can see how it looks when a staff member updates a password, versus if the parent/student were to change their own password themselves (you would see the logon id /email address of the account that made the update). The user may also be listed as System if the passwords were updated due to a tool being run (ex: "Mass Email Parent Access Users" tool).

Changes to Alert settings for Parent Portal... 

Use this type of audit to track changes that were made to this screen:  Parent Access > Setup > Settings > School Settings > Alerts

For example, on 1/5/23 at 2:11PM, 'Brett D.' enabled 'Letter Alerts' for school '2002'.

Updates to Next Year Scheduling > Process Control

Teacher Recommendations were enabled or configured... 

To track updates to the Next Year Scheduling > Process Control > Recommendation Setup screen, specifically for changes made to the values on top of the page, you may audit the System Screen Options table as follows:

This table contains options for quite a few screens throughout Genesis, so you may narrow down your search by inserting "nextyearscheduling" (one word) into the Primary Key search field.

Examples of fields audited: Allow teachers to make recommendations, Number of recommendations a teacher can make, Convert recommendations into requests.

Update made to a department's recommendation settings... 

To track updates to the Next Year Scheduling > Process Control > Recommendation Setup screen, specifically for changes made to the individual departments listed on this screen, you may audit the Departments table as follows:

This table contains options such as: Can make recommendations, Allow recommendations by subject, and Allow only academic course recommendations.