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Using SchoolsHUB User Management

SchoolsHUB is an online portal for Australian schools and schooling organisations. You will use SchoolsHUB to: 

  • manage your funding 
  • inform the Department of changes to your school or approved authority
  • complete data collections.

A SchoolsHUB account is for individual use only. You must not share your account with any members at the school or organisation at any given time.

To register as a new user, click the register button on the SchoolsHUB homepage and follow the prompts. For registration instructions, download Registering for SchoolsHUB

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

If you forget your SchoolsHUB password, this can be reset from the SchoolsHUB homepage:

  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 Next
  4. An email with a six-digit code from SchoolsHUB is sent to the entered email address. Enter the six-digit code in SchoolsHUB, click Next
  5. Create a new password that meets the below requirements and press Next:

Password:

  • must be at least 10 characters
  • at least 1 uppercase (A-Z)
  • at least 1 lowercase (a-z)
  • at least 1 number (0-9)

Return to the SchoolsHUB homepage, click Sign In, enter the username/email address followed by the newly created password.

To update the details of your user profile:

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

You can link access to either an established SchoolsHUB account or a new SchoolsHUB account. Download the guide to Linking SchoolsHUB Access.  
 

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 Authority Representative role. Approved Authority Representatives who are nominated by an existing Approved Authority Representative can apply for this role.

Use the table below to find the correct access roles and descriptions for your SchoolsHUB account.

Role

Access

Authority Representative

Full access to all system features for the Approved Authority. This includes modifying data, managing user access, and legally preparing and declaring data collections.

NOTE: The Department verifies all Authority Representative access requests, and the user must be listed as a known nominated Authority Representative by an existing Authority Representative to apply.

Access Manager

Access to only approve, remove or update SchoolsHUB access requests within the organisation.

Applications Officer

This role is only for Government Schools who require access for the Local Schools Community Fund to complete and update their 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 structure of the organisation.

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  

To edit or remove 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, select remove