STAGE 1: EMPLOYEE

• The employee initiates the request by accessing the .

Effective March 2, 2020, employees are no longer be required to complete the CT 0927: SIS-Security Account Request FERPA Compliance Module; in place of the Module, users will receive additional information in the User Agreement portion of the Access Request Portal. Users must now adhere to the scheduled-annual institutional compliance module, as mandated by Institutional Compliance.

Section A: Personal Information

• Once logged into the , verify all Personal Information in the header.
  • Report inconsistencies to SIS.Security@utsa.edu before proceeding.
• User-Type:
  • Next, make a selection closest to your User-Type:
    • Additional Access
      • I am a continuing employee and previously had Banner access, or another similar application, but have since transferred departments.
    • Department Transfer:
      • I have Banner access, but need access to additional forms
      • I have existing access to Banner, or another similar application, but require access to an additional application.
    • New Employee:
      • I’ve never had access of any form, and need to establish access.
    • Returning Employee:
      • I was previously employed, and had access in a previous position.
    • Student Employee:
      • I’m a student employee.
        • Student Employees are required to submit an employee end-date.
    • Temporary Staff:
      • I’m a Temporary Employee.
        • Temporary Employees are required to submit an employee end-date.

Section B: Authorization

• User Agreement:
  • Employees must review and acknowledge each section of the User Agreement
    • Additional informational resources are provided directly under the User Agreement.
• User Authorization:
  • Digitally sign with your myUTSA ID.
  • A comments box is provided for employees to submit notes from employee-to-supervisor to provide context to the submitted Access Request.
    • If requesting additional Banner access, users should list their forms here, indicate query –o�� modify, and provide the reason for access to aid the supervisor when submitting to SIS Security.
    • The comments made by the employee are only available to the supervisor –not SIS Security.

STAGE 2: SUPERVISOR

Once the employee initiates the Access Request, the direct-reporting supervisor (as listed in active directory) receives an email to review the Access Request to identify applications necessary for the employee's duties.

Once logged into the , when presented with the “Supervisor Request Manager” screen, click the employee’s name under “New Requests”.

Access Manager

• Request Access:
  • Eligible applications for request through the are as follows:
    • Appworx (Automic)
    • Banner
    • Crystal Reports* (License required)
    • DegreeWorks
    • DMART PROD
    • EAB
    • TOAD* (License required)
    • Xtender
    • Applications not listed, are not facilitated through

Regarding Banner Access

When selecting Banner, you must also select the Access Type, New –o�� Modify:

• -New- Applicable when establishing new access; most common selection for New Employees, Department Transfers, Returning Employees, Student Employees and Temporary Employees.
  • When selected, a Copy-User section will appear; the supervisor must establish a Copy-User for account modeling. A Copy-User is essentially someone, typically in the same department, whom already has access to the requested application that performs the similar job function.
  • Once an appropriate copy-user is identified (an eligible copy-user should have an active Banner user account.) -that user’s myUTSA ID should be entered, followed by clicking the blue “Validate Copy User” button on the right-hand side; doing so will auto-populate the other credentials such as Banner Username, Banner ID, etc.
• -Modify- Applicable when the employee already has Banner, but requires access to additional forms; most common selection for Existing Employees.
  • When selected, an expandable textbox with a watermark will appear.
  • In the textbox, identify:
    • The screen name, then add query –o�� modify (if not defined, access will be assigned as query-only).
    • The reason for the request; you may choose to describe the business process that requires such access.
    • Requests submitted without both, screen name –and reason, will be rejected.
• Supervisor Authorization:
  • Once reviewed, the supervisor will digitally sign with their myUTSA ID and click “Submit Request”.

STAGE 3: SIS-SECURITY

• SIS-Security receives the request, and determines which data custodian(s) evaluates the request.

STAGE 4: DATA CUSTODIAN

• Contingent on what access is requested on behalf of the employee, the applicable data custodian (Registrar, Financial Aid, and Fiscal Services) must review the request.

STAGE 5: SIS-SECURITY

• Based on the assessment of the Data Custodian(s), SIS Security will create the Account(s) requested accordingly.

STAGE 6: ACCESS GRANTED

• Once SIS-Security fulfills the account request, the employee will receive an automated email with notification of the account status and login credentials.