Frequently Asked Questions

• 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 to 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.