OAAP Account Management and Audit Logs

Purpose: Use this guide to reset passwords and update email addresses for students in the Online Admissions Application Portal.

Audience: Admissions Staff

Access to the Account Management pages requires at least one of the three SBCTC-managed security roles. For more information, please refer to the QRG OAAP Admin Security.

Sign In to the OAAP
  1. Enter your Username (EMPLID).
  2. Select the Sign In button.
  3. The Okta login page will appear with your ctcLink ID pre-populated in the ctcLink ID field.
  4. Select the "Keep me signed in" checkbox to stay logged in even after closing the web browser. When users return to the protected application from the same device and browser, they are automatically logged in without reentering their credentials.
  5. Select the Next button.
    • Unlock account? In the event that you are unable to access your account, click on the "Unlock account?" link and provide your username and email address when prompted.
    • Help. If you encounter difficulty logging in with your credentials, click the Help link to connect with the college to which you are applying for admissions.
  6. The OAAP Password page displays.
  7. Enter your password in the Password field. Select the eye icon to reveal the password. Click the eye icon again to conceal it. If you enter your password but don't select the Verify button, the screen will time out, and you will receive an "Unable to sign in" message. In that case, please select the "Back to sign in" link at the bottom of the page.
  8. Click the Verify button.
    • Reset Password. After clicking the "Reset Password" link, your browser will redirect you to a page where you can select the "Send me an email" button. After clicking the button, a message will appear on your screen: "We sent an email to your email address. Click the verification link in your email to continue or enter the code below." Access your email and click the Reset Password button to display a verification code to enter on the password reset page. By resetting your password with your ctcLink ID, you are also changing your password for ctclink.
    • After clicking the Verify button, the Verify it's you with a security method page displays. Verify your account using one of the available verification methods
  9. A "Get a verification email" or "Verify with your phone" page appears depending on your verification method. Choose to receive a code, then retrieve it from your source (email, text, etc.).
    • Verify with something else. Selecting the Verify with something else link directs you to the Verify it's you with a security method page. If you have configured additional Okta password recovery options, you can reset your Okta password.
  10. The Verify box appears. Enter the code received from your source and click the Verify button.
  11. The OAAP Dashboard displays.
Verify it's you

OAAP Account Management and Audit Logs

Important:
Because OAAP accounts are global, it is important that college staff help safeguard the applicant's account. Prior to making any OAAP account management changes, college staff must review OAAP Audit Logs and confirm an applicant's identity. We appreciate your support in reducing fraud and cyber threats.

Password Reset

The OAAP Account Management page is used by college staff to reset passwords for applicants and update their email addresses. However, it's important to note that the ctcLink EMPLID-based username cannot be changed in OAAP.

  1. From the left-hand menu, select the OAAP Account Management.
  2. The OAAP Account Management page displays.
  3. To locate an existing OAAP account, enter the associated username or email address.
  4. Use the Reset Password button to send a password reset email to the email address associated with this account.
OAAP Account Management page
  1. A message appears asking "Are you Sure? Do you want to send the reset link to the email address."
  2. Click the Yes or Cancel button.
  3. If you select Yes, a message displays "Password reset link sent to email successfully."
  4. Click the "OK" button.
  5. Process complete.
Edit Email

New OAAP users who do not complete the email verification during account creation will have their OAAP accounts marked as "Not Verified," and they will be unable to log in. A college staff member can update the user's email address.

  1. Select the "Edit email id" button located to the right of the email address to update the email associated with this account.
  2. Enter the correct email address in the field, then click the green save icon or the red X to cancel the update.
Email field
  1. A message appears asking "Are you Sure? Do you want to send the reset link to the email address."
  2. Click the Yes or Cancel button.
Are you sure box
  1. If you select Yes, a message displays "Email updated Successfully."
  2. Click the "OK" button.
  3. Process complete.
OAAP Account Audit Logs

The OAAP Account Audit Logs page is utilized by college staff to review password and email changes for OAAP accounts. It is important to note that activities associated with ctcLink EMPLID-based accounts are not accessible in OAAP.

1. Click OAAP Account Audit Logs in the left-hand menu.

2. Once on the page, you can review the audit logs and apply filters based on the following options:

  • OAAP Account (username)    
  • Action Completed By    
  • Status (Success or Failure)    
  • From and To Date Ranges
  1. Process complete.