Security and Access

Applying for Access to MyCampus

In order to access functionality in MyCampus, you must have completed MyCampus Fundamentals and will need to undertake the specific MyCampus training relevant to the access being requested.
You will also need to complete an access application form. There are 2 forms – one for access to Finance and Financial Aid functionality and one covering access to all other functionality.
MyCampus Access Finance Access Form or MyCampus Access Form Non Finance

New Users

Once you have filled in your details we will confirm your request. Your access request will be reviewed and a check will be done within your School/Office to confirm your access requirements. Your access requested will also have to be approved by the Student Lifecycle Support & Development (SLSD) Team. We may contact you to confirm missing details.
Once the application has been processed you will be sent confirmation by e-mail as well as the relevant instructions to access MyCampus.

Existing Users

If you are already using MyCampus and wish to extend your access to additional functionality you should also complete the application form indicating the additional access required. You can also use this form to record where you no longer require particular functionality, e.g. following a change in job role.

Line Managers

You can complete and submit this form on behalf of a new member of staff or a person changing job roles in order that arrangements can be made for their access in line with their start/change date.

Notes:

1. Access Level Descriptions
MYCAMPUS provides information on any individual student or groups of students through web pages; the data is presented in a standard, pre-defined format and is not available for further manipulation on the user's own system. Users can access defined data sets in a number of different ways dependent on their role and job function. These are:

- VIEW –users can view student records within a defined group (e.g. all students on a specific course; students in a School).
-UPDATE - Authorised users can update data items within a defined set for students within their area/remit.
-CREATE – Authorised users can create new records and/or data items within their functional remit.
-REMOVE – When a person leaves or changes job roles and no longer require access to particular functions this box should be checked.
For access to Finance functionality you do not need to select from these options – simply indicate which functions you require to add or remove.

2. Roles:
-Course Administration: in addition to general course admin tasks, this role includes Enrolment management, attendance management and placement management
-If you require access to the student finances or financial aid functionality within MyCampus please use the separate MyCampus (Finance) application form
-Queries & Reports: Users will have access to run various queries associated with the functions defined above. These are delivered to users as part of the access to that functionality. Reports will be made available to staff as required in line with their roles. For more information on queries and reports and for details of how to submit a request for a new report go to: http://www.gla.ac.uk/services/studentlifecyclesupportdevelopment/reporting/

3. Approvers:
There are 4 approver roles, each for a specific type of access these are:
-Chief Adviser: for all ‘Adviser’ access types
-Finance Manager: for all Finance access roles
-Head of School / Research Institute Admin or Head of Service: for all other access roles for School, RI or University Services staff
-Heads of Academic & Student Admin: for all other access roles for College staff.
The name of the applicable approver must be entered on the form and, once the form is completed it must be sent to this person for them to approve the application.
Approver may also submit a form on behalf of a member of staff in the same way that a Line Manager may (see above).

Process
User completes the application form
-Form is emailed to named authority
-Named authority confirms (or refuses) approval, records this on the form and forwards to SLSD Team
-Where approval is refused it is the responsibility of the named authority to communciate this to the applicant
-On receipt of the approved request SLSD team checks that required training has been completed
-Once all checks are successfully completed, the SLSD team arranges access creation/update
-SLSD team notifies applicant when access is available.

Applying for Access to BI Query Models

Staff who were previously users of BI Query on either the student records or admissions legacy systems then you will automatically have access to the equivalent new model.

If you are a new user or wish to change your access you will need to complete the BI Query access application form. MyCampus BI Query Access Form

The MIS team will continue to co-ordinate training for BI-Query, so if you are a new user or require refresher training please contact the MIS team to discuss this.

New Users

Once you have completed the form you will need to send it to the named approver who will confirm and authorise your access requirements. The approver will then send this the Student Lifecycle Support and Development (SLSD) who will also check it. We may contact you to confirm missing details.

Once the application has been processed you will be sent confirmation by e-mail as well as the relevant instructions to access MyCampus.

Existing Users

If you are already using MyCampus and wish to extend your access to additional functionality you should also complete the application form indicating the additional access required. You can also use this form to record where you no longer require particular functionality, e.g. following a change in job role.

Line Managers

You can complete and submit this form on behalf of a new member of staff or a person changing job roles in order that arrangements can be made for their access in line with their start/change date.

Notes:

1. Access Level Descriptions
MyCampus provides information on any individual student or groups of students through web pages; the data is presented in a standard, pre-defined format and is not available for further manipulation on the user's own system. Users can access defined data sets in a number of different ways dependent on their role and job function. These are:

ADD - Authorised users have full access to create and update data items within a defined set for students within their area/remit.
REMOVE – When a person leaves or changes job roles and no longer require access to particular functions this box should be checked.

For access to Finance functionality you do not need to select from these options – simply indicate which functions you require to add or remove.

2. Roles:

Course Administration: in addition to general course admin tasks, this role includes enrolment management, attendance management and placement management
If you require access to the student finances or financial aid functionality within MyCampus please use the separate MyCampus (Finance) application form
Queries & Reports: Users will have access to run various queries associated with the functions defined above. These are delivered to users as part of the access to that functionality. Reports will be made available to staff as required in line with their roles. For more information on queries and reports and for details of how to submit a request for a new report go to: http://www.gla.ac.uk/services/studentlifecycleproject/reporting/

3. Approvers:

There are 4 approver roles, each for a specific type of access these are:

Chief Adviser: for all ‘Adviser’ access types
Finance Manager: for all Finance access roles
Head of School / Research Institute Admin or Head of Service: for all other access roles for School, RI or University Services staff
Heads of Academic & Student Admin: for all other access roles for College staff.

The name of the applicable approver must be entered on the form and, once the form is completed it must be sent to this person for them to approve the application. Approver may also submit a form on behalf of a member of staff in the same way that a Line Manager may (see above).

Process