User Access Policy and Procedure

User Access Requests
A  request in the automated User Access System is needed to gain access to the Student Information Systems (including Banner, Athena, and DegreeWorks), degree audit systems, and database views of student data effective July 1, 2009.

Policy Statement: The Office of the Registrar of the University of Georgia provides access to the Student Information System to employees with a legitimate need for information concerning students. All new users must first complete the FERPA Tutorial and Quiz conducted by the Office of the Registrar. 

If a request is received where the user is moving to a new department, we assess the request once the user has moved to the new department.

Procedures

Request for New User Access


A Request on behalf of an employee may be submitted in the online user access system - CASIS. The legitimacy of each request will be evaluated and, if approved, the user will be assigned a specific level of security clearance.

The employee must first have a valid UGA MyID and then complete the FERPA Tutorial and Quiz.

An access request should then be submitted in the online user access system - CASIS.

An employee may not request access for his/herself. Each access request must be approved by a DDDS (Dean, Director,  Department Head, or Supervisor) before it will be processed by the Office of the Registrar.


Electronic Process for Granting or Declining Requests


When a request is submitted, the user submitting the request is prompted to provide the MyID of the DDDS that must sign off on this access request. If the person submitting the request is the DDDS, the checkbox labeled "Is the DDDS submitting this request?" can be checked and no additional approval is needed. MyIDs are authenticated against the UGA CAS and must be attached to a current employee. An email message is sent to the approver, if not the DDDS, with a link to the User Access System that contains the access request id.

The approver has the option to "Approve" or "Deny" the access request. If an access request is denied the user must supply a comment as to why they are denying the access request. If the request is approved, the access request moves to the first data steward for whom access was requested. 

Each data steward has the option to “Approve” or “Deny” the access request. Approval and level of access is based on the need to access this information to perform one’s job responsibilities as provided for in the Family Educational Rights and Privacy Act (FERPA). If an access request is denied, the user must supply a comment as to why they are denying the access request.  Once all necessary data stewards approve, the request is forwarded to Access Services in EITS to perform the actual setup of the access. Once complete, an email is sent to the user and requesor. The average turn-around time for requests once submitted is 1-3 business days.


Request for Modified User Access

Requests for modified access may also be submitted through this same system.  Please only specify in the request the access that needs to be modified.


Revocation of Access
At the beginning of each fiscal year (July), the Registrar's Office requires annual certification for FERPA compliance.  Users of student information systems (IMS, QMF, DegreeWorks, and SendFiles) are notified via email with a memo from the Vice President for Instruction that informs the users they need to complete the annual FERPA certification in order to maintain access to the systems.

If users do not complete the FERPA certification by the specified deadline, all access to student information systems (IMS, QMF, DegreeWorks, and SendFiles) is revoked.  In order to regain access, the user must complete the FERPA certifcation and a new user access request must be submitted.



Technical questions about the web pages may be directed to Damian Walker at (706) 542-6904.
Questions about the access options may be directed to Nikki Hon at (706) 542-6037 or nikkihon@uga.edu.