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RIT PeopleSoft Access Request Form Guide

View PeopleSoft Business Roles

Completing the Request Form

Section I: User Information

Granting access to individual users
Enter the contact information for the user for which the requested change(s) will be made.

Granting access to multiple users
Because everybody with elevated access must sign the confidentiality agreement, each account being granted PeopleSoft access requires its own form. In the event that a single department head is authorizing access for multiple accounts, we do still require each employee to complete and sign a form. However, we will permit the department head to sign one letter approving PeopleSoft access changes and attach it to the forms (preventing the department head from having to sign multiple times). The letter must contain the names of the employees he/she is authorizing to get access, and must be accompanied by individual forms signed by the employees.

  • Full name: Last name, first name and middle initial
  • RIT computer account username: PeopleSoft accounts must be associated with an existing RIT Computer Account
  • Job Title
  • RIT Department
  • Campus Building & Room number
  • Phone/TTY number
    • If there is an issue with the form we will be calling the number listed here with any questions we may have. Please make sure that this number is for the appropriate contact person

Section II: Action Requested

This section holds the particular information regarding what changes need to be made to the PeopleSoft account. These include:

  • Add access for a new user: Use this to grant elevated PeopleSoft access to a new employee. Access to information in PeopleSoft is restricted by business role, so you must indicate which business role(s) you are requesting for the user in the blank lines below. No access will be granted unless specific business roles are requested.
  • Remove access for existing user: Select this option to remove access for a user. Note that this may not prevent the user from logging in, but it will remove him/her from all business roles.
  • Change business role(s) of existing user: Select this option to add or remove one or more business roles for a user. You must indicate which business role to ADD or REMOVE in the blank lines below. No access will be changed unless specific business roles are requested to be added or removed.
  • Change row level security for existing user: While a business role determines what type of information a user can see/edit, row level securitydefines any additional restrictions on your ability to interact with that data. For example, your role may allow access to view a student's schedule. Row level security might specify that you can only see this information for undergraduate students. In most cases, a user's row level security will be determined by the department responsible for the data being accessed.

Section III: Confidentiality Agreement and Approvals

When adding or changing access, both the employee and the associated department head must sign and date the appropriate lines in section III. If the requested action is to remove access for a user, only the department head signature is required. The only exception to this is listed in the Section I description above, under "Granting access to multiple users."

PeopleSoft Business Roles and Service Indicators

When changing business roles associated with a PeopleSoft account, select from the business roles listed below.

When changing business roles associated with a PeopleSoft account, select from the business roles and service indicators listed below.

Jump to Service Indicators

 

Peoplesoft Business Roles

 

Business Role Business Owner(s) Description
RIT ADM Administrator Admissions This role is intended for key decision makers in the various Admissions departments. In addition to the access granted to Admissions Group Leaders and Admissions Marketing Administrators, this role allows users to manage configurations related to Admissions & Recruting, Campus Community, and Marketing in CRM.
RIT ADM Group Leader Admissions This role is intended for leaders within Admissions who focus on supporting applications and acceptance. It allows access to update prospects, applicants, and students within Campus Solutions as well as external organizations. It also provides the ability to record Audiological Exams in order to document an applicant's qualifications for admissions into NTID. This role is intended for leaders within Admissions who focus on recruitment efforts. It allows access to manage suspects, prospects, and leads within CRM and the ability to run various reports and processes
RIT ADM Staff Viewer Admissions This role is intended for Admissions Staff who need to view data related to the Admissions process. It includes view only access to prospects, students, external organizations as well as applications, evaluations, and checklists. In addition, these users can view Audiological Exams to determine if a prospect qualifies for admissions into NTID.This role is intended for any staff who need to view data related to student recruiting within CRM. It includes view only access to constituents and custom RIT reports.
RIT ADM Student Staff (CS/CRM) Admissions This role is intended for student workers within the Admissions office who support the Admissions process but are not authorized to view or edit more sensitive data.
RIT ITS Portal Support Admissions This role is intended for ITS users that support the PeopleSoft Enterprise Portal
RIT DAR Staff Development and Alumni Relation RIT DAR Staff
RIT SFA Administrator Financial Aid This role is intended for key decision makers within Financial Aid. In addition to the access provided to Financial Aid counselors, this role allows users to manage aid awards, disbursement of aid, and student groups as well as configuration of the Financial Aid module and the scheduling of Financial Aid processes.
RIT SFA Administrator Financial Aid  
RIT SFA Counselor Financial Aid This role is intended for Financial Aid staff who counsel students regarding their aid. It provides the ability to apply service indicators and manage aid year activation and aid terms. In addition, it allows users to view select information within Campus Community, Admissions & Recruiting, and Student Records.
RIT SFA Support Financial Aid This role is intended for Financial Aid staff who counsel students regarding their aid. It provides the ability to apply service indicators and manage aid year activation and aid terms. In addition, it allows users to view select information within Campus Community, Admissions & Recruiting, and Student Records.
RIT SFA Support Financial Aid This role is intended for Financial Aid staff who counsel students regarding their aid. It provides the ability to apply service indicators and manage aid year activation and aid terms. In addition, it allows users to view select information within Campus Community, Admissions & Recruiting, and Student Records.
RIT ADM Query Power User ITS This role gives access to create private queries and access to all admissions records in admissions 'POWER USER' query access group
RIT DCO Batch ITS This role provides access to run batch processes that are the responsibility of the Data Center Operations
RIT ITS Account Management ITS This role is to view and modify the security for peoplesoft users.  Generally assigned to ITS Service Desk personnel.
-Distributed security for user profiles
-SACR security
-run sacr security to fix applicant security
-role grant to assign most RIT roles (excludes RIT ITS Admin, RIT ITS Grant Delivered Roles, auto-provisioned (non-temp) roles)
Applications: CS, CRM, PA
RIT ITS Command Center ITS This role is to view and modify the security for peoplesoft users.
-Distributed security for user profiles
-SACR security
-run sacr security to fix applicant security
-role grant to assign ALL roles RIT and delivered roles
Applications: CS, CRM, PA
RIT ITS Integration Broker ITS Has the ability to troubleshoot issues with Integration Broker and web services.
RIT ITS Load Merit Scholarship ITS This role is to load Merit Scholarship data for the Financial Aid office.  On 03-JAN-2013, ITS was loading this data.
RIT ITS Prod Supt ITS -View access to all navigations
-View access to all components not on a navigation
-Read only access to App Designer and all PeopleTools sections on a permission list
-Query Access to all records
-Edit access to pages that are not useable without Edit access
--"Search" (can't save changes to system) pages
--pages that have to be Edit to be able to clink on links
--Password change - user with this role needs to be able set their own peopletools password
RIT ITS Query Manager ITS This role will give access to Create Private Queries only
RIT ITS Security Administrator ITS This role is intended for ITS staff who design and develop peoplesoft security setup (i.e. roles, permission lists, and automated account provisioning.)
Dependencies: Primary Permission List for PeopleTools Security Queries and the RIT ITS Prod Supt role.
Applications: CS, CRM, PA
RIT SFS Onbase WebServices ITS RIT SFS Onbase WebServices
RIT N01 View NTID This role will give access to view N01 Service indicator and Student group.
Campus Community Lead Office of the Registrar This role is intended for those with authority to make decisions regarding common Campus Community data. It allows users to edit personal biographical information, including the ability to correct historical records. It also allows users to manage the configuration of the Campus Community module.
Course Administrator - Correct History Office of the Registrar This role is intended for users responsible for the Course Catalog. It allows users to correct historical records related to the Course Catalog.
Enrollment Requirements - Correct History Office of the Registrar This role is intended for select users within the Office of the Registrar. It allows users to correct historical records related to the requirements for enrolling in specific classes.
Registrar - Correct History Office of the Registrar This role is intended for the Registrar. It allows users to correct historical records within the Student Records and Academic Advisement modules.
Registrar Read All minus Grades & Transcripts Office of the Registrar This role is intended for any users who need read-only access to Student Records pages with exception to grades and transcripts. This role allows users to view the following: Class Roster, Bio/Demo Information, Checklists, Communications, Comments, Service Indicators, External Organizations, Committees, Events, Person Affiliations, Class Search, Catalog Search, Term Activation, Student Program/Plan, Student Groups, Career, Student Term Search, Student Study List report, Enrollment Summary, Degrees, Honors and Awards, Transfer and Test Credit information, Student Advisor, Extracurricular Activity, Photos, Query Viewer. In addition, these users may use the Search/Match Integrated feature and run the Request Transcript Report.
Registrar Read All plus Grades & Transcripts Office of the Registrar This role is intended for any users who need read-only access to Student Records pages including grades and transcripts. In addition to the access provided to users with the "Registrar Read All minus Grads & Transcripts" role, these users are able to view the following: Enrollment, Grades, Term History, Transcript Request Inquiry
RIT CCT Audit Srvc Ind-Constit Office of the Registrar Contributor Relations > Constituent Information > People > Service Indicators > Audit Service Indicators
RIT CCT Audit Srvc Ind-Person Office of the Registrar Campus Community > Service Indicators > Person > Audit Service Indicators
RIT CCT Audit Srvc Ind-Student Office of the Registrar Campus Community > Service Indicators (Student) > Audit Service Indicators
RIT ITS Do Not Use Records Office of the Registrar This role gives access to view the results for 'Do Not Use' Query
RIT RGR Acad Advising Basic Office of the Registrar For Degree Audit
RIT RGR Acad Services Inquiry Office of the Registrar This role is intended for staff who provide academic support. It allows users to view the following: Course Catalog; Schedule of Classes; Student Enrollment, Appointments, (registration) and Enrollment Summary; Student Term Activation Rows; Student Grades; Student Term History; Student Academic Profile; Student Groups; Class permissions; Withdrawals and Cancellations; Degrees, Honors and Awards; Transfer and test credit; Comments, Communications and Checklists; Request and view Unofficial Transcripts.
RIT RGR Acad Services Update Office of the Registrar This role is intended for staff who provide academic support and need advanced access. This role allows users to view the following: Course Catalog; Schedule of Classes; Student Enrollment, Appointments, (registration) and Enrollment Summary; Student Term Activation Rows; Student Grades; Student Term History; Student Academic Profile; Student Groups; Class permissions; Withdrawals and Cancellations; Degrees, Honors and Awards; Transfer and test credit; Comments, Communications and Checklists; Request and view Unofficial Transcripts. In addition, these users may edit the following: Search/Match functions; Add and Remove Service Indicators (Holds) based on security rights; Quick Enroll Students; Maintain Student Groups based on security rights; Administer Class Permissions; Generate Add Permissions; Update Comments, Communications, and Checklist summaries; Administer Extracurricular Activity.
RIT RGR Academic Department Office of the Registrar This role is intended for staff within the various Academic Departments. Academic Department users may view detailed information regarding the Course Catalog and the Schedule of Classes including the instructors and classrooms assigned to each class. In addition, this role allows users to manage committees.
RIT RGR Advising Director Office of the Registrar This is role is designed for Institute Advising Office 
RIT RGR Business Analyst Office of the Registrar This role is intended for users within the Office of the Registrar who perform business analysis. It allows users to edit information regarding the Course Catalog and the Schedule of Classes. It also allows view information related to the Academic Structure. 
RIT RGR CAB Query Viewer Office of the Registrar This role is intended for senior verification by CAB.
RIT RGR Class Schedule Owner Office of the Registrar This role is intended for members of Academic Departments with greater responsibility for managing the class schedule than most Scheduling Officers. In addition to the access granted to Scheduling Officers, Class Schedule Officer Owners may view personal biographical information, edit Course Catalog information, and manage classrooms.
RIT RGR Course Administrator Office of the Registrar This role is intended for users responsible for the Course Catalog. They may edit the Course Catalog, including all requirements for enrollment in classes. In addition, these users may view the Academic Structure, classrooms, and select configurations that impact the Student Records module.
RIT RGR Degree Auditor Office of the Registrar This role is intended for users who facilitate Degree Auditing to ensure that students meet graduation requirements. In addition to viewing information about the Course Catalog, Schedule of Classes, and Academic structure, these users may create and run queries and edit room assignments.
RIT RGR Edit Advisor Assnmt Office of the Registrar This role allows users to manage the advisor assignment process which includes adding and removing advisors to student records.
RIT RGR Enrollment Security 1 Office of the Registrar This role is intended for users with the "Academic Services Staff - Update" role. It provides access to perform enrollment with the following rules: 1.) The user may only enroll students belonging to their college.    2.) The user may only override time conflicts and unit overloads for students belonging to their college.  3.) The user may NOT override any other enrollment transactions.  
RIT RGR Enrollment Security 2 Office of the Registrar This role is intended for users with the "Academic Services Staff - Update" role. It provides access to perform enrollment with the same access provided to Level 2.  It also allows a user to override error related to courses within their college.  Valid overrides are for Unit Loads, Time Conflicts, Requisites (including restrictions, co-requisites and pre-requisites) Closed Classes, Class Units, Grading Basis, and Class Permissions.  For example, someone with this role may override a closed class for any student at RIT, if the class resides within their college.
RIT RGR Event Coordinator Office of the Registrar This role enables users to create and schedule campus events 
RIT RGR Institutional Research Office of the Registrar This role is intended for users within the Institutional Research department. It provides broad read-only access and the ability to run queries.
RIT RGR Institutional Research Office of the Registrar RIT RGR Institutional Research
RIT RGR Registrar Office of the Registrar This role is intended for the Registrar. It allows users to edit all information within the Student Records and Academic Advisement modules, including configuration of each module. These users may also view certain configurations that impact Student Records and Academic Advisement processes.
RIT RGR Registrar Staff Office of the Registrar This role is intended for staff within the Office of the Registrar. It allows users to view the following: Audit Service Indicators, Mass Assign Service Indicators, Mass Release Service Indicators, Person Affiliations, Enrollment, Degree Audit.  In addition, these users may edit the following: Quick Admit Students, Quick Enroll Students, Block Enrollment, Term Activate a student, Student Grades, Term History, Incompletes, Class Permissions, Add Permissions, Waitlist process, Term Withdrawal Status, Enrollment Appointments, Consolidated Statistics, Class Roster, Student Services Center, Bio/Demo Information, Search/Match Integrated, Request Transcript Report, Checklists, Communications, Comments, Service Indicators, External Organizations, Committees, Events, Person Affiliations, Enrollment, Class Search, Catalog Search, Term Activation, Grades, Term History, Enrollment Verifications, Transcript Requests, Student Program/Plan, Student Groups, Career, Student Term Search, Student Study List report, Enrollment Summary, Transcript Request Inquiry, Degrees, Honors and Awards, Transfer and Test Credit information, Student Advisor, Extracurricular Activity, Photos, Query Viewer.
RIT RGR Scheduling Officer Office of the Registrar This role is intended for users within various Academic Departments responsible for scheduling classes. It allows users to edit the Schedule of Classes including room and instructor assignments. In addition, this role allows users to view information related to the Course Catalog and Academic Structure.
RIT RGR Service Desk Support Office of the Registrar This role is to allow the Service Desk Support group view only access to specific student enrollment information.
RIT RGR Staff Extended Office of the Registrar  
RIT RGR Test Credit Evaluator Office of the Registrar  
RIT RGR Test Credit Manager Office of the Registrar  
RIT RGR Test Score Manager Office of the Registrar  
RIT RGR Transfer Credit Manager Office of the Registrar  
Service Indicator Manager Office of the Registrar This role allows users to add and remove service indicators (Holds), add service indicators manually or through a batch process, and audit service indicators. Additional security rights will determine which service indicators are available.   
Student Group Manager Office of the Registrar This role allows users to manage the Student Groups used to identify various populations of students.
Third Party-Textbook Office of the Registrar This role is needed to perform the textbook export for Barnes & Noble
RIT SAF Assessment Student Affairs RIT SAF Assessment
RIT SAF Data Project Specialst Student Affairs RIT SAF Data Project Specialst
RIT SAF Disability Svs Office Student Affairs This role will be used to secure the S05 Service Indicator and  S03 Student Group.
RIT SAF English Lang Center Student Affairs  
RIT SAF Greek Service Ind Mgr Student Affairs This role is to manage the S06 Greek Organization member Service Indicator.
RIT SAF Intl Stu Svs Stu Staff Student Affairs  
RIT SAF Intl Student Services Student Affairs SAF Intl Student Services
RIT SAF Learning Support Adv Student Affairs RIT SAF Learning Support Adv
RIT SAF NCAA Officer Student Affairs Student Affairs (Kerry Hughes)
RIT SAF S02 Reason SPECT Student Affairs This role will be used to secure access to this private Service Indicator - S02.
RIT SAF SBCT Staff Student Affairs Student Affairs (Kerry Hughes)
RIT SAF Stu Life Ctr Office Student Affairs  
RIT SAF Student Conduct Staff Student Affairs RIT SAF Learning Support Adv
RIT SAF Student Health Immun Student Affairs SAF Student Health Immun
RIT SFS Batch Processor Student Financial Services Batch account for executing batch processes
RIT SFS Management Student Financial Services This role is intended for key decision makers within Student Financial Services. In addition to the access provided to SFS Staff, management may edit bills, payment plans and direct deposit data as well as correct historical records within Student Financials and Campus Community.
RIT SFS Report Viewer Student Financial Services This role is intended for viewing Student Financials Reports
RIT SFS Staff Student Financial Services This role is intended for general staff within Student Financial Services. It provides access to manage financial transactions within the Student Financials module. (Access to bills, payment plans, and direct deposit are read-only.)  In addition, it provides access to Campus Community to manage service indicators, external organizations, student personal information, and 3C's.
RIT SFS View Accounts Student Financial Services This role is intended for users to view Student Financial Account Information

 

PeopleSoft Service Indicators

N01 - NTID Supported Student Service Indicator
Currently, all faculty have access (in the Faculty Center) to see the number of deaf or hard of hearing students enrolled in their classes. The N01 Service Indicator allows the user to view the specific names of those deaf and hard of hearing students who are sponsored by NTID. Based on individual user security, the viewer will be able to identify deaf and hard of hearing students in the views that they can already access.
T01 - Advising Holds Service Indicator
Advisors who are granted permission to T01 Service Indicator can release all reason codes attached to T01 (FRESH, TRANS, PROB, IAP, and ADVRQ). They can also assign T01 reason: ADVRQ.
T04 - Dean's Hold Service Indicator
Advisors who are granted permission to T04 Service Indicator can assign, assign and release, or release their own college/unit's dean's hold only, and permissions are determined based on individual college/unit's business processes. Check with your Dean's Delegate for Advising to know what your permissions should be. Reason codes are: CAST, CHST, CIAS, CLA, CMS, COS, GCCIS, GIS, KGCOE, NTID, SCB, UNSTD.