RIT PeopleSoft Access Request Form Guide

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

Business Roles

• Admissions Roles
• Financial Aid Roles
• Student Records/Registrar Roles
• Student Financial Services Roles
• Student Affairs Roles

Admissions Roles
Admissions Administrator
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.
Admissions Group Leader
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.
Admissions Group Leader/Marketing Administrator
This business role combines the Business Roles Admissions Group Leader and Admissions Marketing Administrator
Admissions Marketing Administrator
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.
Admissions Staff Viewer (CS)
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.
Admissions Staff Viewer/Viewers
This business role combines the Business Roles Admissions Staff Viewer and Admissions Viewers
Admissions Viewers (CRM)
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
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.
Financial Aid Roles
Financial Aid Administrator
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.
Financial Aid Counselor
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.
Financial Aid Support
This role is intended for Financial Aid staff who support the financial aid process. It provides the ability to manage aid year activation. In addition, it allows users to view select information within Campus Community, Admissions & Recruiting, and Student Records.
Student Records/Registrar Roles
Academic Department
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.
Academic Services Staff - Inquiry
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.
Academic Services Staff - Update
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.
Advisor Assignment Manager
This role allows users to manage the advisor assignment process which includes adding and removing advisors to student records.
Business Analyst
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 users to view information related to the Academic Structure.
Campus Community Lead
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.
Class Schedule Officer Owner
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.
Course Administrator
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.
Course Administrator - Correct History
This role is intended for users responsible for the Course Catalog. It allows users to correct historical records related to the Course Catalog.
Degree Audit
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.
Enrollment Requirements - Correct History
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.
Enrollment Security Level 1 Access
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.
Enrollment Security Level 2 Access
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.
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.
Registrar - Correct History
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
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
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.
Registrar Staff
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.
Scheduling Officer
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.
Service Indicator Manager
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 Financials Delegate
This role is intended for Student Financial users. It provides users the ability to update fees associated with courses and classes.
Student Financials Delegate - Correct History
This role is intended for Student Financial users. It provides users the ability to correct the history of fees associated with courses and classes.
Student Group Manager
This role allows users to manage the Student Groups used to identify various populations of students.
Third Party - Textbook
This role is needed to perform the textbook export for Barnes & Noble
RIT RGR Event Coordinator
This role enables users to create and schedule campus events
RIT RGR Test Credit Manager
No Description Available
RIT RGR Test Credit Evaluator
No Description Available
RIT RGR Test Score Manager
No Description Available
RIT RGR Transfer Credit Manager
No Description Available
Student Financial Services Roles
RIT SFS Report Viewer
This role is intended for staff who need reporting of Student Financial data and Oracle sub-ledger detail from SF.
Student Financials Management
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.
Student Financials Staff
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.
Student Financials View
This role is intended for staff outside of Student Financial Services. It provides access to view student account data.
Student Affairs Roles
RIT SAF Intl Student Services
No Description Available
RIT SAF Student Health Immun
No Description Available