The NYC DOE Systems Access Request Form is how New York City Public Schools staff, vendors, and contractors ask for a login to internal platforms like ATS, Galaxy, SESIS, and FAMIS. You can complete and submit it online by signing in at idm.nycenet.edu and choosing “Manage Systems Access,” or by uploading the paper form through SupportHub at supporthub.schools.nyc.1NYC Public Schools. Employee Passwords Before either route will get you anywhere, you need an active background clearance and a supervisor willing to sign off on exactly the access you’re asking for.
What to Have Ready Before You Open the Form
Missing any one of these will stall your request:
- Your seven-digit Employee ID. It arrives in your welcome email after you finish the Applicant Gateway onboarding, and it also appears as the “Reference Number” on your DOE pay stub. Teachers and principals may also have a separate file number; either identifies you, but the Employee ID is universal.2TeachNYC. What Is an Employee ID Number3NYC Public Schools. Employment Verification
- A non-employee ID if you are a vendor or contractor. Your sponsoring office issues this before you fill out the form, so ask your DOE liaison or contract manager to start it.
- Your work location code for your primary school or office. Your principal, office manager, or HR contact has it.
- Your official DOE email address. Every confirmation, denial, and follow-up question goes there.
- The exact system names and roles your job requires. This is where most requests get bounced, so confirm with your supervisor or with someone already using the system in your role.
Clear Your Background Check First
No credentials are issued until the Office of Personnel Investigation (OPI) has cleared you, and clearance can take weeks.4NYC Public Schools. Security Clearance Policy Once you have an active nomination for your position, you complete an online background questionnaire through the DOE’s onboarding portal and submit fingerprints, which are checked against criminal history records held by the New York Division of Criminal Justice Services and the FBI. OPI may also review your employment history, employment eligibility, military service, and any substantiated reports from internal or external investigatory agencies. Intentional falsification of any credential results in automatic denial. If you are denied, you can request a new review no sooner than 12 months later, provided you have a fresh valid nomination.
Vendors and contractors are not exempt. Under Chancellor’s Regulation C-105, no one may work in the system without a background investigation, and consultants who will serve more than 20 days in the fiscal year are included.5NYC Public Schools. Chancellor’s Regulation C-105
Picking the Right Systems and Roles
The form lists the DOE’s internal platforms, and you select only the ones your job actually needs. Request too little and you can’t do your work; request too much and your approver should reject the form. The platforms most people ask for:
- Automate the Schools (ATS) is the central student records system, holding demographic, biographical, and graduation data. Teachers, counselors, and administrators use it daily.6NYC Comptroller. Audit Report on the Department of Education’s Controls for Ensuring That Its High School Graduates Have Met Graduation Requirements
- Galaxy handles budget management, HR staffing, and school organizational data, and it controls the Table of Organization that drives role assignments in other systems.7NYC Public Schools. myGalaxy
- SESIS, the Special Education Student Information System, manages IEPs, service delivery records, and compliance tracking. SESIS roles are tied to your Galaxy assignment, and for most school staff the role is set automatically from your job title.8NYC DOE SESIS Help. Assigning a SESIS Role
- FAMIS, the Financial Accounting Management Information System, is the web-based purchasing application used for orders from DOE-contracted vendors, spending plans, activity code lookups, and purchase history.9NYC Public Schools. FAMIS-Related Resources
Signatures You Need
Two signatures must appear on the form before it moves. You sign as the requestor, certifying the information is accurate and that you agree to follow DOE security and data-handling policies. Your principal, department head, or direct supervisor signs as approver, confirming that every system and role you listed matches your current job responsibilities.
Signatures can be wet ink or an authenticated digital signature processed through a DOE-approved platform. A scanned image of a handwritten signature pasted into a PDF typically does not qualify. If you are not sure which digital tool meets the standard, ask your school’s technology single point of contact (SPOC) before you submit.
How to Submit
Through the Identity Management Portal
The most direct route is idm.nycenet.edu. Sign in with your DOE credentials, click “Manage Systems Access,” and follow the prompts. The portal creates a record of your request automatically and routes it to the right approver.1NYC Public Schools. Employee Passwords
Through SupportHub
If you need to submit the paper form itself, which is common for non-employees or requests the portal doesn’t cover, upload it as a PDF through SupportHub at supporthub.schools.nyc. You can also open a ticket with the Eureka chatbot on SupportHub, which handles many requests without a live agent. To speak with someone, call the DOE IT Service Desk at 718-935-5100.10NYCPS InfoHub. DIIT Help Desk
Save the confirmation number or receipt. The IT team will ask for it before discussing your request, and you will need it for any follow-up.
What Happens After You Submit
You will get a confirmation at your official DOE email once the form enters the processing queue. Timelines vary. Straightforward requests for common systems are usually handled within several business days, while sensitive platforms or peak periods such as back-to-school season take longer. Try logging into the system periodically. If nothing has changed after a week, follow up through SupportHub or call 718-935-5100 with your ticket number.
Once active, your access is tied to your current role and location. Transferring to a new school or moving into a new position means filing a fresh request that reflects the updated duties; old permissions do not travel with you. When you leave the DOE, access is revoked as part of separation.
Rules You’re Agreeing to Follow
Signing the form puts you under two overlapping privacy frameworks. FERPA prohibits disclosing personally identifiable information from student education records without parental consent, with limited exceptions for school officials who have a legitimate educational interest, and best practice is to pull only the minimum data you need for the task.11eCFR. 34 CFR 99.31 – Under What Conditions Is Prior Consent Not Required12U.S. Department of Education. Responsibilities of Third-Party Service Providers Under FERPA New York Education Law Section 2-d adds a state layer requiring confidentiality training before anyone handles records and prompt breach notification to the DOE.13New York State Senate. New York Education Code 2-D – Unauthorized Release of Personally Identifiable Information
For an individual user, the practical rules are short: access only what your job requires, never share login credentials, and report any suspected breach to your supervisor and OPI immediately. One separate obligation often catches people off guard. Under Chancellor’s Regulation C-105, any arrest, even for a violation rather than a felony, must be reported in writing to both OPI and your building supervisor, and failure to report can independently affect your eligibility to work.5NYC Public Schools. Chancellor’s Regulation C-105