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Governing Policy
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Request, Approve and Provide Access to University Information
The following steps should be taken when an individual requires access to University information to perform an activity on behalf of the University:
Employee
- Consult with supervisor to identify specific systems and/or data to which access (based on need) is required.
- Complete access request, filling out required documentation, and submit to supervisor.
Supervisor
- Consult with employee regarding specific systems and/or data to which access (based on business need) is required.
- Identify and select appropriate access request process for selected systems and/or data (e.g., Access Request Form for enterprise Human Resources, Finance and Student systems).
- If not done by employee, complete access request process, filling out required documentation.
- Review and approve access request.
- Submit access request to data owner or their delegate.
Data Owner or Delegate
- Review, and authorize or deny access request.
- Communicate authorization decision to requestor.
- Forward authorized access request to appropriate staff (e.g., application custodian, technical staff) for provisioning.
Application Custodian
- Confirm authorization.
- Clarify any discrepancies.
- Grant access requested.
- Notify employee that access is provisioned.
- Maintain access request documentation for periodic review.
Terminate Access to University Information
The following steps should be taken when an individual terminates employment at the University, takes a non-working leave of absence or has another change that requires access to University information be terminated:
Employee
- Consult with supervisor to review systems and/or data to which employee currently has access.
- Identify systems and/or data to which access is no longer required and date to disable access.
Supervisor
- Consult with employee to review systems and/or data to which employee currently has access.
- Identify systems and/or data to which employee no longer requires access based on business need.
- Identify and select appropriate access termination process for selected systems and/or data.
- Complete access termination request process, filling out required documentation.
- Submit termination request to appropriate staff (e.g., application custodians, technical staff) for deprovisioning.
Application Custodian
- Review termination request.
- Clarify any discrepancies.
- Remove access on requested date and time.
- Notify requester that access is terminated.
- Maintain access termination request documentation for periodic review.
Modify Access to University Information
The following steps should be taken when an individual transfers to another unit, has a change in job status or has another change that requires access to University information be modified:
Employee
- Consult with supervisor to review and identify:
- Specific systems and/or data to which access (based on business need) is required.
- Systems and/or data to which access is no longer required.
- Complete access request, filling out required documentation and submit to supervisor.
Supervisor(s) (current and new)
- Consult with employee to review and identify:
- Specific systems and/or data to which (based on business need) access is needed.
- Identify and select appropriate access request process for selected systems and/or data (e.g., Access Request Form for enterprise Human Resources, Finance and Student systems).
- If not done by employee, complete access request process, filling out required documentation.
- Systems and/or data on which access is no longer required.
- Identify and select appropriate access termination process for selected systems and/or data.
- Complete access termination request process, filling out required documentation.
- Specific systems and/or data to which (based on business need) access is needed.
- Review, and approve access and termination requests.
- Submit access request to data owner or their delegate.
- Submit termination request to appropriate staff (e.g., application custodians, technical staff) for deprovisioning.
Data Owner or Delegate
- Review, and authorize or deny access request.
- Communicate authorization decision to requestor.
- Forward authorized access request to appropriate staff (e.g., application custodian, technical staff) for provisioning the change.
Application Custodian
- Confirm authorization.
- Clarify any discrepancies.
- Modify access on requested date and time.
- Notify requester that access changed.
- Maintain access modification request documentation for periodic review.
Access Review
Employee
- Consult with supervisor to review and identify:
- Specific systems and/or data to which access (based on business need) is required.
- Systems and/or data to which access is no longer required and date to change access.
- Complete access request for addition or removal, filling out required documentation and submit to supervisor.
Supervisor
- Conduct or assign review of individual access to ensure that terminations, transfers, and change of roles and responsibilities have been removed.
- If any accounts are identified for removal, follow the process for removing access.
Data Owner or Delegate
- Conduct or assign review of access roles to ensure that existing roles remain necessary and modification and addition of roles and/or role permissions are identified, following the principle of least access necessary to perform a function.
- Communicate changes to roles with Supervisors and individuals as necessary.
Application Custodian
- Provide access request documentation if needed for the access review.