Data Encryption Issues
(10/9/26) As many of you know, the Help Desk has had some issues with opening encrypted emails. Since we were unable to change the things that cause the issues, we had to search for alternatives that would allow us to keep FERPA data safe. Instead of protecting (or encrypting) your email, you will instead password protect your files.
Because there’s a wide variety of tech products used across the state of Tennessee, we have pulled instructions from products we’ve seen being used most often and included them in the tabs below. Please note, these products are not supported by SWORPS. For support, you will need to contact your own IT support, the product’s IT support, or UTK’s OIT (if using the Vault).
If your grantee uses Microsoft Office products, like WORD, EXCEL, or POWERPOINT, you can download How-To: Password-Protect Microsoft (MS) Files or visit visit Microsoft’s Office Support site at https://support.microsoft.com/en-us/ .
If your grantee uses Google products, like Docs or Sheets, you can download How-To: Password-Protect Google Files or visit visit Google’s Support site at https://support.google.com/.
If your grantee uses Adobe products, like Acrobat (aka Reader or PDF) you can visit Adobe’s Support site at https://helpx.adobe.com/acrobat/desktop.html.
If you need to send large files containing FERPA data, there are two options:
- Use UTK’s Vault
- Send password-protected zip file to the Help Desk
We recently learned some grantees can’t use the Vault because of the QR code requirement for account set up. If that is the case and you need to send large files containing FERPA data, use the second option. Instructions for the second option will be included under the Microsoft and Google tabs.
Enrolling "New Attendees"
There has been a recent influx of requests for attendees to be removed from the database. After investigating possible causes, it was determined that there was some confusion surrounding what NEW ATTENDEE means to database users and what it means to SWORPees. Because of this, you will see some verbiage changes on the Enroll/Reenroll page.
Please note, when SWORPS refers to enrolling a “new attendee”, in any training resource or on the database Enroll/Reenroll page, we mean an attendee who has never been enrolled in the ELAP database, not an attendee new to your program. While we work on updating the database and training verbiage, remember to ALWAYS enter the STUDENT ID into the the search box on the Enroll/Reenroll page before adding an attendee to the database.
Upcoming Office Hours
Don’t miss the ELAP training opportunities coming up this October. SWORPS’ Office Hours are scheduled for Tuesday 10/13 and Wednesday 10/21. TDOE Extended Learning Office Hours has been rescheduled to Thursday 10/22.
For training times and links, check out Important Dates!
