Using SchoolsHUB User Management

MFA is one of the best ways to protect against someone accessing your account by adding an extra layer of protection. MFA helps make your information more secure. Taking the extra step beyond just a password improves protection of your entities’ information from potential hackers.

Users accessing SchoolsHUB from 1 June 2023, will need to activate and then use MFA. Further information will be available soon on the User Management page in the Using SchoolsHUB section of the SchoolsHUB Help and support website. This information will guide you through the new process to access SchoolsHUB.

Decide whether to use email or an app to receive authentication codes. You may need to check with your school’s IT team to see which method is best for the school technology you are using.

If using an app, download a compatible authentication app from your chosen app store. The options are:

• Microsoft Authenticator
• Google Authenticator
• Authy
• FreeOTP.

If you register to use MFA through an email, your email address registered in your SchoolsHUB user profile will be used to send the one-time code to you when you log on. We strongly recommend that you use an email address that only you have access to. You should not use a shared email address (e.g. admin@schools.edu.au).

We are planning to have an MFA registration guide available on SchoolsHUB shortly before 1 June 2023. The guide will provide step-by-step instruction for registering for MFA using your chosen method.

More information is coming. Keep an eye on your inbox or the SchoolsHUB newsletter or banner for updates.

If you chose email as your MFA method, the first time you receive a one-time code to your SchoolsHUB registered email address, it is possible the email will go to your junk/spam folder. Check this folder if you don’t see the email within a few minutes. It is also a good idea to add the email address the one-time code comes from to your email contacts so that the address is recognised by your email application.

If both options are difficult for you to use, contact our helpdesk for assistance.

If you find the authentication app hard to use, you can swap to the email option instead. You will receive your code via your chosen email address inbox.

Yes. Once you have registered for MFA on SchoolsHUB you will need to use MFA to log in. This means to log into SchoolsHUB you will need:

• your SchoolsHUB username
• your SchoolsHUB password
• the system generated one-time code (received via your chosen MFA method).

Visit the Australian Cyber Security Centre's Multi-factor authentication page.

• Microsoft Authenticator: Microsoft Mobile Phone Authentication App | Microsoft Security
• Google Authenticator: Google Authenticator – Apps on Google Play
• Authy: Authy | Two-factor Authentication (2FA) App and Guides
• FreeOTP: Free OTP home.

We are here to help. Contact us by:

• email: schools@education.gov.au
• phone: 1800 677 027
• submit: a new support request online from our Help and Support centre.

Navigate to SchoolsHUB, and follow these registration steps.

1. Select “Register” then enter an Email address. If you read and agree to the terms of service, press Next.
2. Open your email account to retrieve the six-digit code from SchoolsHUB. 
3. On SchoolsHUB, enter the code then press Next.
4. On the Personal details screen, enter your: 
   • Given name (first name)
   • Surname (last name) 
   • Phone number
   • Position (optional). Press Next.
5. On the Security details screen:
   • Create a username
     • must be between 8 to 20 characters
     • must NOT contain spaces or special characters (except for underscore _)
   • Enter a password that has at least:
     • 10 characters
     • one lowercase character (a-z)
     • one uppercase character (A-Z)
     • one number (0-9)
   • Re-enter your password (Select Show to reveal password characters)
   • Choose a 4-digit pin (Select Show to reveal password characters). Press Next.

SchoolsHUB will then create your account. Do not navigate away from the webpage. The process is complete once the page returns to the SchoolsHUB homepage. 

For step-by-step visual instructions, download the Registering for SchoolsHUB guide.

Update your user profile

To update the details of your user profile:

1. Sign into SchoolsHUB
2. Press profile in the top right-hand corner
3. Select edit under the personal details field
4. Update the information and press save.

To ensure you navigate to the latest version of the SchoolsHUB portal: 

1. open a compatible internet browser (Google Chrome or Microsoft Edge)
2. search for “SchoolsHUB”
3. from the search results, click Home – SchoolsHUB Portal. 

You can then securely log in to the SchoolsHUB portal. 

NOTE: Do not navigate to SchoolsHUB through:

1. a link in an email 
2. auto-fill of the website URL whilst searching for SchoolsHUB
3. saved bookmark links
4. saved favourite links

Navigating to old or expired SchoolsHUB links can cause momentary log in issues. 

Clearing cookies and cache

At times, internet browsers will not navigate to the latest version of SchoolsHUB. Stored cookies and cached browser data usually cause log in issues.

To troubleshoot log in issues, start by clearing your browser cookies and cached data. 

For Google Chrome:

1. From the menu bar on the top right-hand side, click the three dots in a vertical stack
2. Click ⇨ Settings
3. Click ⇨ Privacy and Security
4. Click ⇨ Clear browsing data(Time range: All time)
5. Click ⇨ Cookies and other site data & Cached Images and files
6. Click ⇨ Clear data

For Microsoft Edge:

1. From the menu bar on the top right-hand side, click the three dots in a horizontal stack
2. Click ⇨ Settings
3. Click ⇨ Cookies and site permissions
4. Click ⇨ Manage and delete cookies and site data
5. Click ⇨ See all cookies and site data
6. Click ⇨ Remove all.

SchoolsHUB account passwords expire after 90 days.

If you have forgotten your SchoolsHUB password, or it has expired, you can reset it by:

1. Navigate to the SchoolsHUB homepage, click Sign in.
2. Under the password field, click Forgot your password?
3. Enter the email address of the SchoolsHUB account and then click 
4. You'll receive an email with a six-digit code. Enter the code in SchoolsHUB, click Next
5. Create a new password that meets the registration requirements and press Next

After you’ve registered for SchoolsHUB, select Sign in on the SchoolsHUB home page.

SchoolsHUB will confirm your registration is successful.  

Link an organisation

You can request SchoolsHUB access at a School, Location, Office, Approved Authority or Block Grant Authority level.

If you’re a new account holder, select find your organisation.

If you’re an existing account holder: 

• select profile in the top right-hand corner
• on the My Profile page, select link an organisation 

SchoolsHUB will redirect you to the find an organisation page.

For visual instructions, download the Linking SchoolsHUB Access Guide.

Find your organisation/school/location(s)

On the Find organisation page:

1. Type the AGEID or name of your organisation/school/location(s)
2. If the correct organisation/school/location(s) appears, select, and click “Next”.

Use AGEIDs to find organisations 

The department distributes unique Australian Government Education ID numbers (AGEID) to each organisation. Use an AGEID to search for an approved authority, school or location(s). 

If SchoolsHUB does not return the correct results, select “can’t find your organisation” then

1. repeat steps 1 above
2. filter the results by:
   • type (Location, Office, School, State Government, Approved Authority, Approved System Authority, Block Grant Authority)
   • state or territory

NOTE: You can only submit one access request per AGEID at any given time until actioned.

Changing organisations (moving schools)

If you change from one organisation/school/location to another, you do not need to re-register with SchoolsHUB.

Update your organisation details by:

1. Signing into SchoolsHUB
2. Open your user profile in the top right-hand corner
3. In the organisations and roles section, click remove
4. To add your new organisation, select Link an organisation 
5. Type the organisation name or AGEID into the find organisation field, select next
6. Select the appropriate organisation type, click Next.
7. If your organisation does not appear, click “can’t find your organisation” for advanced search fields and filters

For further information, please reference the “Linking SchoolsHUB Access” instructions.

Review access requests 

After you submit an access request, an Approved Authority Representative will receive an email. They will log into their SchoolsHUB account and action the outstanding access request.

An Approved Authority Representative can action school level access requests. They have either Authority Representative or Access Manager roles.

Only the Department can verify requests for approval or removal of the Approved Authority role. 

Only an existing Approved Authority can nominate new applicants Approved Authority.

Set access roles and permissions

SchoolsHUB access varies depending on the type of access and level you are applying for.

On the Access request page, choose one of the following roles, depending on the access required and the AGEID selected:

• Authority Representative*: Full access to all the Approved Authority SchoolsHUB features. This includes modifying data; managing user access; and preparing and declaring data collections.
• Access Manager: Permissions to approve, remove or update an organisation's SchoolsHUB access request.
• Applications Officer: Access to Commonwealth Government Education Funding Programs. This role is only for Government Schools. Application Officers can complete their Local Schools Community Fund Project Closure Report.
• Data Reporter: Access only to prepare data collections for the organisation/school/locations(s).
• Data Declarer: Access to legally declare data collections to the department.
• Finance Officer: Full access to all payment information for the Approved Authority. This also includes access to the school-level recurrent funding estimator.
• Independent Accountant: A Qualified Accountant who provides legal independent accounting services on behalf of the organisation. This access can only be approved for an individual who does not work within the school organisation.

*NOTE: Only existing Authority Representative can nominate Authority Representative applicants. The Department verifies all Authority Representative access requests and remaining access requests are actioned by an existing Approved Authority Representative or Access Manager.

Once you have selected your roles, click “submit”.

NOTE: Once submitted, SchoolsHUB will notify an Approved Authority Representative. They will log in and action the access request.

Edit or remove user access

To edit an existing Organisation/School/Location(s) SchoolsHUB access, complete the following: 

1. Sign into SchoolsHUB
2. Press profile in the top right-hand corner
3. Select edit to edit the organisation/school/location(s) existing access privileges

To remove all the organisation /school/location(s) access, repeat steps 1 and 2 select remove. 

A SchoolsHUB account is for individual use only. You cannot share access with anyone at any time. The Department will assume that any transaction using your User ID and Password was approved and authorised by the relevant approved user.

Inactivity time limit

For any extended amount of time of inactivity, SchoolsHUB will automatically sign out of your account. 

You will lose any unsaved data after you have been automatically signed out. Save entered data regularly. 

View your access history

To view your user access history:

1. Sign into SchoolsHUB
2. Press profile in the top right-hand corner
3. At the bottom of the page, click view access history  

Personal information relating to SchoolsHUB is protected by the Privacy Act 1988. Any use or disclosure of information will occur in accordance with the Australian Education Regulation 2013.

The privacy policy contains information about:

• how individuals can access and seek correction of the personal information held by the department;
• how complaints about breaches of the Privacy Act 1988 can be made; and
• how the department will deal with these complaints.

Read the department’s privacy policy.

To contact the department about a privacy related matter, email us at privacy@education.gov.au or write to:

Privacy Contact Officer

People, Communications and Legal Group

Department of Education & Training

GPO Box 9980

Canberra ACT 2601

To assist with using SchoolsHUB, watch our instructional videos below.

• Introducing SchoolsHUB
• Registration and Access
• Data Declarer Role

For any other registration help, call the SchoolsHUB IT Support Helpdesk on 1800 677 027 (Option 1) or email SchoolsHub@education.gov.au.