Coordinator Portal Help

About the Coordinator Portal

The Coordinator Portal enables the volunteers who manage the USNCO program for a given ACS Local Section to access the data that they need. It can be accessed at usncoreg.acs.org/admin by those who have confirmed their participation as a coordinator for the upcoming USNCO program year, and received their account invitation from the ACS.

User Accounts

To access the Coordinator Portal, you must receive an invitation from an ACS staff member. Click the link in your invite email to set a password for your account. If you cannot find your invite email, please first check your spam or junk folder, or reach out to usnco@acs.org to have your invite email re-sent. Your password must contain at least 8 characters, a combination of uppercase and lowercase letters, at least one number, and at least one special character.

After your account has been created and you have set your password, you will be able to log in to the Coordinator portal here: usncoreg.acs.org/admin

To edit your Coordinator account, click on your email address in the sidebar of the Coordinator Portal. Here, you can manage your name, phone number, email address, and password. If you are logged out and need to reset your password, visit usncoreg.acs.org/admin and click “Forgot your password?” You will need access to the email address associated with your account. Please reach out to a member of ACS staff for assistance if you no longer have access to your email address, or you want to delete your account.

Coordinator Dashboard

When you first log in to the Coordinator Portal, you will see your Dashboard. This page highlights actions you may want to take, and records/tasks needing your attention:

Link to view all students registered in your section
Link to view potentially duplicate student registrations
Link to view students whose parent/guardian email address has changed

Coordinator Portal Dashboard

Students

As a coordinator, you have access to student data specific to your assigned section. If you need access to student data for another section, please contact an ACS staff member to have your assignments updated.

Click on students in the sidebar of the Coordinator Portal to access your students page. This shows all of the students who have been registered and assigned to your section. Please note that this list does not include “pending” registrations (i.e., registrations that have been started, but not yet submitted, by a parent/guardian) because students are only assigned to a section when their registration is submitted.

Scroll left to right to see additional information about each student
Open the filters panel to search for a student by name or other criteria
Use the checkboxes and “Batch Actions” menu to update the participation status of multiple students at once

To export a spreadsheet of all registered students in your section, scroll to the bottom of your students page and click on CSV. This will download a CSV file containing all of the students in your section, which you can open in any spreadsheet program.

Students Index - Coordinator Portal

When you click on the name of an individual student, you can see their full registration data:

First Name: Student’s first name
Preferred Name: Student’s preferred name (can be edited by coordinators)
Last Name: Student’s last name
Status: Will always be “submitted” because coordinators do not see unsubmitted registrations (for parents/guardians who have not yet submitted a registration form, this field highlights that the registration is still “pending”)
Created At: The date and time when the registration form was initially saved or submitted (when the student record was created in the system), in Eastern Time
Updated At: The date and time when the student’s record was last updated in the system, either by their parent/guardian or an admin (coordinator or ACS staff member), in Eastern Time
Registration ID: The unique code assigned to the student, which they will use on their exams
- The first 3 characters are a unique alphanumeric indicator of the student’s school
- The remaining 5 digits are the student’s unique identifier in the USNCO registration system
- These two parts are separated by a dash
Local Exam Eligibility: Whether the parent/guardian indicated that the student is eligible and interested in participating in the local exam
National Exam Eligibility: Whether the parent/guardian indicated that the student is eligible and interested in participating in the national exam, if they are nominated
Study Camp + IChO Eligibility: Whether the parent/guardian indicated that the student is eligible and interested in participating in study camp and IChO, if they earn a spot
Participate Consent: Whether the parent/guardian indicated consent for the student to participate in USNCO
Participating: Indicates that the student is participating in USNCO (you can update this field to “no” if the student or their parent/guardian has indicated that they will not be participating)
Communicate Consent: Whether the parent/guardian provided consent for the student to be contacted directly about their participation
Student Email: The student’s contact email (only present if the parent/guardian provided consent to contact the student directly)
Accommodations: Indicates whether the student needs no accommodations, needs the blind or low vision version of the exam, or needs another type of accommodation
Accommodations Details: Details of the accommodation needed, if “other” is selected in the previous field
Extra Time: Indicates whether the student will use the standard allotted time, 1.5x time, 2x time, or another time multiplier
Other Extra Time Multiplier: The requested exam time multiplier, if “other” is selected in the previous field
Parent/Guardian Name: Full name of the parent/guardian user who submitted the registration
Parent/Guardian Email: Email address of the parent/guardian user who submitted the registration
Section: ACS Local Section that the student is assigned to for USNCO (should always be the name of the Local Section for which you are a coordinator, but you may see different sections if you are assigned to more than one)
Zip Code: The student’s home zip code, if their section was assigned based on their home location (i.e., if they attend a homeschool or online school)
Country: The student’s country, if they attend an international school
School Type: The type of school that the student attends (refer to the school type information in the next section)
School: The name of the student’s school
Alternate School Details Name: Used for different purposes depending on the school type:
- If the student attends a physical school: An alternative name for the student’s school, if they entered one (can be used to verify that the parent/guardian entered the correct school and used to update the base school record, if needed)
- If the student is homeschooled: Contains the name of the homeschool (which may be a registered homeschool, or may simply be the student’s last name), and can be used to manage national exam participation limits
- If the student attends an online school: Contains the name of the online school, and can be used to manage national exam participation limits
Alternate School Details URL: The web address for the student’s school, if their parent/guardian entered one on the form (can be used to verify that the parent/guardian entered the correct school and the student was assigned to the correct section, if needed)
Teacher First Name: First name of the student’s current chemistry teacher
Teacher Last Name: Last name of the student’s current chemistry teacher
Teacher Email: Email address of the student’s current chemistry teacher
Program Year: USNCO program year for which the student is registered (should always be the current program year)
Coordinator Assigned: Indicates whether the student did or did not have a coordinator assigned at the time of registration, should be yes for all students in your assigned local section

Student Detail Page - Coordinator Portal

Schools

The system contains a database of schools that was seeded from publicly-available data from the National Center for Education Statistics (NCES). This list includes 30,862 public and private high schools in the U.S.

When a parent/guardian completes the USNCO registration form they are prompted to enter the type of school that the student attends, and based on this choice they are asked for specific information which will be used to assign the appropriate local section:

Physical high school located in a U.S. state or territory
- School address: Section is automatically assigned based on the school’s location
American high school located outside the U.S. (e.g. on a U.S. military base abroad)
- School address and country: Student will be reviewed by ACS staff and assigned to a participating local section, if possible
Homeschool
- Home zip code: Section is automatically assigned based on the student’s home location
Online school
- Home zip code: Section is automatically assigned based on the student’s home location

In the Coordinator Portal, click on schools in the sidebar to see a list of all schools in your section. Click on the name of a school to see its full details:

Name: Canonical name of the school, shown to parents/guardians when they enter the physical school address on the registration form
Verified: Used for newly-created schools, to indicate that an ACS staff member has reviewed the school and confirmed that it is a valid school and not a duplicate of an existing school in the database
Full Address: The street address where the school is located, which is used to:
- Determine which Local Section the school falls within (based on its zip code)
- Look up the school when a physical school address is entered on the registration form
Country: Will almost always be United States, but is present because it is used to verify the format of the school’s zip code for the country where it is located
URL: Web address of the school, if it exists in the system’s database (note that these are not populated for most schools by default, but you can add web addresses for the schools in your section if this is helpful for your own management of the data)
Section: ACS Local Section that the school falls within (should always be the name of the Local Section for which you are a coordinator, but you may see different sections if you are assigned to more than one)

Schools Index - Coordinator Portal