External User Access Recertification

Only the Identified Official with Authority (e.g. Superintendent, Executive Director, Director, or Board Chair) is allowed to authorize access by local education agency users to Minnesota Department of Education (MDE) secure websites. By submitting your request for access to the External User Access Recertification System, you are asserting that you are the Identified Official with legal Authority to authorize persons to access MDE secure websites for the local education agencies that you represent.

  > Enter the External User Access Recertification System

Identified Official with Authority Setup and Recertification

The External User Access Recertification System establishes a consistent process for assigning external user access to all MDE secured systems protected by an MDE User Account.

Step 1: The meeting agenda of your school board or equivalent governing board should include an agenda item to designate the Identified Official with Authority to authorize user access to MDE secure websites for your local education agency or organization. The board meeting minutes must clearly designate you as the Identified Official with Authority, giving you the responsibility of assigning job duties to the staff at your local education agency or organization.

Step 2: Send an email to MDE (useraccess.mde@state.mn.us) with the name of the designated Identified Official with Authority and the associated board meeting minutes attached.

Step 3: As the designated Identified Official with Authority, you must launch the External User Access Recertification System and request access to this system with the role of Identified Official with Authority.

Step 4: MDE will match the emailed Identified Official with Authority authorization information with your user access request in order to approve your access to the External User Access Recertification System. As the Identified Official with Authority, you will be listed as the MDE User Account Approval contact in the MDE Organization Reference Glossary for each local education agency or organization you represent.

Local education agencies and other organizations must resubmit documentation from the school board or equivalent governing board annually designating the Identified Official with Authority, as well as any time there is a change in the assignment of the Identified Official with Authority. This documentation serves as the annual recertification of the Identified Official with Authority designation in accordance with Minnesota State Access Control Security Standard 1.0.

It is strongly recommended that only one person at the local education agency or organization (typically the Superintendent or Director) is the Identified Official with Authority. If the local education agency or organization assigns this role to more than one person or to a person other than the Superintendent or Director, the board meeting minutes must clearly specify this role assignment.

MDE Secure Website Access and Recertification

The Identified Official with Authority must submit user access pre-authorization to MDE secure websites for each local education agency user. Submission of user access pre-authorization does not give automatic access. MDE does not send user IDs and passwords to potential users of these systems. Each individual must request access the first time they log into the system. Pre-authorizations expire after 30 days, so individuals who have not requested access during their pre-authorization period must be pre-authorized again before they may be granted access.

Once a user’s access authorization is approved, it must be recertified annually by the Identified Official with Authority. Reports will be sent by email monthly to the Identified Official with Authority showing the recertification status of all users with external access to one or more MDE secure systems for their local education agency. The Identified Official with Authority can use the External User Access Recertification System at any time to review, update, and recertify external user access to MDE secure systems for their local education agency.