The Systems Access Request (SAR) allows supervisors to indicate which systems an employee or vendor needs access to. During the adoption period, the app can only be accessed via email or the direct link provided to you by IT.


See also: Tutorial Video



Tips and Tricks


Filling out the first screen


To start an SAR for a new hire, click New on the left side of the screen. To update the SAR for an existing employee or vendor, click Existing and select the user from the list.


Make sure that you indicate if the user is enrolled in current courses. Without this information, they might lose access to things they need for their studies.


You must click the Send Acceptable Use button to send out a copy of our Acceptable Use Policy via AdobeSign. If this is for a new hire, provide the user's personal email, not their BRCC one. Your SAR cannot be completed without having that signed, so you’ll need to reach out to your new hire if they don’t follow up on it themselves.



Filling out the second screen


If you are updating an SAR for an existing user, the system will prepopulate the form with their current access.


The View Summary button at the bottom of the screen will show you a snapshot of the SAR you're working on. The symbol next to each item indicates if access is being added, removed, updated, or unchanged.


You must click the red Add/Update/Remove Access button at the bottom of the screen before clicking another system or the Submit button. If you do not, your changes will not be saved.


There are multiple category tabs in gold at the top of the screen. Make sure to check them for additional items the user may need.



FAQS


What if my employee goes by something other than their legal name?


If the user goes by a different name than their legal name, toggle the appropriate slider to Yes and enter the chosen name into the field that appears. For example, John Jacob Jingleheimer Schmidt prefers to be called by his middle name. His name fields would look like this on the SAR:


Be aware that some systems require IT to use only legal names, so the chosen name might not be displayed everywhere.



What if my employee has more than one role with the college?


The Secondary Status and Secondary Role fields are for users that are employed in more than one position with the college. For example, a user that is both a staff member and an adjunct would have the following listed on their SAR:

  • Primary Status: FT
  • Primary Role: Staff
  • Secondary Status: PT
  • Secondary Role: Faculty


The Secondary Status/Role fields will always be blank for users with only one job.



How do I give my employee the same Colleague access as someone else?


On the Colleague tab, click the Look Up Colleague Access link. From there, follow the prompts in the popup to look up and copy access from another user. If you want the access to be identical, you may need to remove pre-existing security classes from the user's SAR.



Since the SAR is an auditable document, you must select all of the security classes that the employee needs. Only use the comments box for access options not available in the selection list. Requests using the comments box to say "Copy John's access" will be rejected.


If the user is a budget manager or general ledger user, you must also request myBlueRidge access with the appropriate role.