Requests for access to data from systems other then Finance must be reviewed and approved first by the requester's Budget Unit Head. The request can then be submitted, in writing, to the appropriate data administrator:
Data System | Administrator |
|---|---|
Student Information Systems including undergraduate admissions, student records, billing, financial aid, academic history, and recruitment data |
Paul Smith |
Financial Management Systems including accounts payable and receivable, cost center, budgeting, etc. |
Paul Amrhein |
Human Resource System including payroll, personnel, and benefits |
Kathy Nogami |
Alumni Donor Development System |
Rick Haskell |
Requests for access to administrative data go through a technical review to make sure that the solution meets the administrator's needs. Also, the appropriate access level is determined during this review in order to satisfy both governmental regulations and University policy.
All requests for access to student data are governed by the Policy Regarding Confidentiality of Student Records derived from the Federal Educational Family Rights and Privacy Act (aka FERPA).
| Getting Access to Administrative Data Through Focus/WebFOCUS |
An email note should be sent to Enterprise Reporting Services requesting access to data through Focus and WebFOCUS. The request needs to come from the Budget Unit Head. No access will be granted over the phone.
The request should include the following:
- Full name of user(s)
- RACF ID (Staff without a RACF ID should contact Tom Finney 1-1171 to establish a mainframe account.)
- Email address
- and enough information to indicate what types of data and reports are needed (e.g., registration, admissions, course and room scheduling, graduation, other). If their is someone in the unit who's access profile can be duplicated, this person's name should also be included in the email. Access is limited to the data pertinent to the requestor's unit.
When an email request for access is received by ERS, the case will be reviewed to make sure that all of the necessary permissions have been granted. A copy of the request will then be sent to the Information Security office that grants the necessary access to the files. ERS will enable access to the reports. All of this usually takes 1 to 2 business days. The user will be notified by ERS when the access is available.