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PASS - Requesting PASS Access

The process for requesting PASS Access for New and Current Employees

PASS Access Request 

New and Current Employees

Following these steps will ensure new and current employees get PASS access quickly and the access needes for their job responsibilities. 


1. Is the Employee processed by Human Resouces? 

Human Resouces has to complete all processing so the employee has a UW-Platteville Username and Password.  Please verify with the ITS helpdesk if the new or current employee has an active account. Have the new employee get their account from the ITS helpdesk and log into PASS to verify the username and password is working and to create the PASS account.
Employees can have an account created up to 90 days before their start date so it is very important to work with HR on completing all the necessary steps to make the employee official and get them a UW-Platteville account.

2. What Type of Access does the Employee Need?

There are three types of PASS Access Request:
Use this form to request delivered or custom access for Functional Users, mostly for those that input data into PASS. 
Generally for program assistants, deans, and advisors. Use this form to request Student Records Support, Pin Number, or Class Permissions, advisor change, etc
Use this additional form to request access to SSN and date of birth on top of your regular or modified access.

If you are unsure of what access or roles are needed please contact the department you are requesting access from. The four common departments for PASS data are Admissions, Student Records (registrars), Student Financials (Cashiers/Bursars), and Financial Aid. Each of these four departments has a PASS functional analyst that knows the access and roles for their department. They can either suggest a role or work with ITS on creating a new one.
More details on the Forms:
This form contains six required sections, all must be filled out to be a completed form.
1. New Employee - A New Employee is somebody that is new to UW-Platteville or returning to UW-Platteville, or somebody that is currently NOT working for UW-Platteville such as a current staff member transfering to a new position.
2. Request - This is the New or Current Employee who is requesting access or in need of access. Please see step one above for Username, it is required.
3. Supervisor Approval - Every Employee has a Supervisor, the Supervisor must sign approving the employee is requesting access and it is needed for their job responsibilities.
4. Content Owner Approval - This is different from the Supervisor but sometimes can be the same, this is based on the access that is being requested. For example, if request admissions access then admissions must sign off or requesting Financial Aid access then Financial Aid must sign off. If you are unsure who should sign-off on the access the look at the PASS role. Each PASS role in six contains a two coded area. Example UWP_AD  you then pair this with the area/department. For a full list of Codes see this KB doc (bottom). 57978
5. Basic PASS Training - If the user is brand new to PASS or needs Basic PASS training on how to log in and use PASS at a very high level, check the box.
6. Role Access Desired - Please list all roles the user will need for their job responsibilities. If you do not know the PASS roles needed please contact the department/area you are requesting access for.
New Employee - A New Employee is somebody that is new to UW-Platteville or returning to UW-Platteville, or somebody that is currently NOT working for UW-Platteville such as a current staff member transferring to a new position.
1. Request - This is the New or Current Employee who is requesting access or in need of access. Please see step one above for Username, it is required.
2. Access Desired - Check the Access that is desired, these are all student records (regisrtar) maintain access roles for employees outside the registrar's office. Please also list any subject the employee will either need access to or students in those subjects.
3. Approval for Access - Every Employee has a Supervisor, the Supervisor must sign approving the employee is requesting access and it is needed for their job responsibilities. Dean - If the Employee works in a college or department that has a Dean, have the Dean approve the access request. Registrar - The registrar must sign off, this signature should be last as this will be the last place the form needs to be sent before it can be processed.
4. Basic PASS Training - If the user is brand new to PASS or needs Basic PASS training on how to log in and use PASS at a very high level, check the box.
5. Advanced PASS Training - This training includes more advanced tasks such as Student Transcripts, Service Indicators, Advising pin lookup, and Student Advisor Update.

1. Request - This is the New or Current Employee who is requesting access or in need of access. Please see step one above for Username, it is required.
2. Supervisor Approval - Every Employee has a Supervisor, the Supervisor must sign approving the employee is requesting access and it is needed for their job responsibilities.
3. Approval from Senior Level Administrator (Chancellor, Vice Chancellor, Assistant Chancellor, or Associate Vice Chancellor) - This access is very restricted and can cause harm to student, staff, and those affiliated with the university in the past and present. This access should only be granted if needed.
4. Training Verification - This access requires a face to face training with the ITS Security Admin or ITS PASS Security Admin. Please contact either for a training time.
5. Two-Factor - Users with this access require two-factor to log into PASS. This can either be sent or using the DUO Self-Service Portal.
6. Provide a Short Description of the User's needs for SSN/DOB access - This can be used by the Senior Level Administrator (Chancellor, Vice Chancellor, Assistant Chancellor, or Associate Vice Chancellor) when approving this access to know what the needs are.

3. Where do I send the Forms once fully completed?

Once the forms are fully filled out and completed with all signatures you can send them to the PASS Security Admin one of the following ways:
a. Mail them to ITS PASS Security Admin, 4th Floor Karrmann Library, Room 415.
b. Scan and Email them to ITS PASS Security Admin via the helpdesk, helpdesk@uwplatt.edu



If you have questions, please contact the ITS Help Desk at 608.342.1400 or helpdesk@uwplatt.edu.  You may also visit the Help Desk on the first floor of the Karrmann Library.




Keywords:31915 help desk included embedded, PASS Access, security forms, roles, users, PASS, security center, new employee, need access   Doc ID:83541
Owner:Luke K.Group:UW Platteville
Created:2018-07-11 09:53 CDTUpdated:2018-09-07 08:57 CDT
Sites:UW Platteville
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