FAQ

System Access Request Form

• Where are the System Access Request Forms located?

  • The System Access Request Forms are located at the Information Security website.

• What are the new changes in the Finance System Access form?

  • The changes are located at the Finance Connect website.

• Whose name should be in the Requestor Information?

  • The Requestor needs to be the person who needs access, not necessarily the person who initiated the request. For example: John needs access. If John’s manager named Ben fills out the access form, Ben’s name is not populated as the person requesting access because he’s requesting the information. John is the requestor.

• My manager approved the System Access Request form. Why is it being denied?

  • The manager that approves the System Access Request form needs to be in an MPP position. A department analyst, coordinator, etc. may manage or lead the position but they may not be in an MPP position. A manager that is in an MPP position would be a department chair, dean, provost, AVP, VP, etc. They can sign the form.

    When necessary, the departments that own the data would need to approve the request as well.

    If proper training has not been met, the System Access Request form will be denied.

• Is the Employee ID the same as an SSN?

  • The Employee ID is different that a SSN. SJSU will never ask for the full SSN and never give it out. The Employee ID pertains only to SJSU and is a unique identifier for each employee. The Employee ID must be issued to the employee already before initiating a request.

• How can proof of training be provided if it is requested?

  • When one of the items is checked off in the area Training Required, proof of training is needed. If this comes up, attach the documentation to the System Access Request form so it can be submitted. There will be an attachment icon to click on to upload the proof of training.

• Some boxes cannot be checked off for access request but access is really needed for the job. Why isn’t it working?

  • Some boxes are not design to be checked until Requestor Information is populated. If the Training Required item such as Academic Advising is checked, then the Yes box will be automatically populated. The required attachment icon with the message “Please attach proof of training documentation(s)” will appear.

• Do all the department IDs need to be listed for access even though one department ID has a higher level to all other department ID?

  • All of the Department IDs needs to be listed if access is needed to multiple departments in the System Access Request form. Even though a high level department ID may appear have access to the lower level department IDs, list all the Department IDs needed to ensure that proper access is given. Do not spell out the department names.

• For access in FTS, there are three levels. Do all three levels need to be checked off if all three levels are needed? If two levels of access are needed, are level 1 and 2 checked off?

  • Only one box needs to be checked off. If Level 1 is needed, then Level 1 is checked off. If Level 3 access is needed, then only level 3 needs to be checked off, etc.

General CMS Security

• Is completion of the Data Security & FERPA training required to access CMS?

  • Yes. The customer can go to one.sjsu.edu, type CSULearn in the search box, hit Enter on the keyboard, click on CSULearn tile, enter SJSU log in credentials if needed, type Data Security and FERPA in the search box and start training.

    Once the Data Security and FERPA training is completed, the system may take up to 24 hours for the training completion data to get updated.

    Please contact csulearn@sjsu.edu if there are any questions regarding Data Security and FERPA training.

• What is the status of the submitted System Access Request form?

  • The status of a DocuSign power form can be seen only if the form is in Complete or Declined state. If the form is checked beforehand, the status will not appear. Forms that are initiated by someone else cannot be viewed by the requestor. To view the System Access Request form in a Complete or Declined state in DocuSign is to follow these steps:

    1. Go to one.sjsu.edu

    2. Type DocuSign in the Search box next to the magnifying glass and press the Enter key on the keyboard.

    3. The DocuSign tile appears. Select the DocuSign tile.

    4. If your SJSU credentials were not used recently, there will be a prompt to sign in with your SJSUOne account credentials.

    5. At the top of the page, select Manage.

    6. Select on the name of the document that needs to be followed up.

    7. When form opens, the reason for decline appears. If applicable, it is located at the upper right hand side of the document window.

• Where is the online training for PeopleSoft messaging?

  • Watch Sending Messages using MYSJSU.

    Once training is complete, please contact cmssecadm@sjsu.edu.

• In the previous position, access that was granted so certain job duties can be performed. The job is essentially the same thing but at a different department. Why can’t I do the same job function?

  • Anybody that changes departments, positions or a new position in the same department would no longer have the ability to do what they previously did. Each position may require different access. In order to obtain access, the System Access Request form needs to be filled out again and access reapproved by the data owner.

    The manager can also request to have access removed.

    Annual audits that show the person no longer needs access for a job will have their access removed as well.

• A security role needs to be updated so people can have the proper access. How can it be done?

  • If a role requires updating or to be created, an iSUPPORT ticket must be submitted to the IT Service Desk at itservicedesk@sjsu.edu. 

    Visit the Security Forms page for other requests.

• What roles are needed for a position in the department since each department’s job function is unique and how do I know what to request?

  • Roles for a position are not on a website. Please contact the Subject Matter Experts in the Student Records, UP and/or Finance. It’s best to describe to them what the job entails and they can recommend what roles are needed to fill out the system access request form. The ideal method is to contact the Subject Matter Experts in their respective department would be through the departments' website for the email address.

Still have questions? Contact the department

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