Campus Solutions User Role Instructions

CUNYfirst Campus Solutions User Role Instructions

CUNYfirst Security and Confidentially Advisory

Never share your CUNYfirst login information – not even with people you trust. Because CUNYfirst is a “fully integrated system,” sharing your account login information will give others access to personal information, such as your social security number, wage/salary, home address, emergency contacts, etc. Security within CUNYfirst is very strict and what each user is able to view is determined on a “need to know” basis. Sharing your account information undermines this strict security and could expose you and other members of our college community to identity theft.

Student records are confidential and protected by the Family Educational Rights and Privacy Act (FERPA) as well as state and university policies. To help understand the rights, responsibilities and security risks associated with student records, employees who access student records are strongly advised to take the online CCNY FERPA training module and the CUNY Security Awareness Program.

FERPA Restrictions

Educational records are kept by University offices to facilitate the educational development of students. Faculty and staff members may also keep informal records relating to their functional responsibilities with individual students.

A federal law, the Family Educational Rights And Privacy Act of 1974 (also known as FERPA, and the Buckley Amendment) as amended, affords students certain rights concerning their student educational records. Students have the right to have some control over the disclosure of information from the records. Educational institutions have the responsibility to prevent improper disclosure of personally identifiable information from the records.

WHEN IN DOUBT, err on the side of caution and do not release student educational information. Contact the Office of the Registrar for guidance.
U.S. Department of Education Family Educational Rights and Privacy Act (FERPA) http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html

Requesting Campus Solutions Roles and Permissions

Campus Solutions is the environment within CUNYfirst in which academic records and processes are administered. Faculty and staff accounts are provisioned with security roles that determine what screen they can access and data permissions that determine what data is accessible.

These initial roles may need to be modified to add or remove functionality as the user’s duties or CUNYfirst functionality changes. To maintain compliance with federal, state and university regulations, such role modifications require users to submit the Campus Solutions User Access Request Forms

Use the following guidelines to complete the form(s):

1. Employee Information click

1. Employee should complete the Employee Information Section and sign the Confidentiality Agreement (page 1)

 

2. Campus Solutions Roles click

2. Campus Solutions Roles (pages 1 – 4) determine which screens a user’s account can access and should be selected carefully based upon the user’s official duties.

Subject matter experts (SMEs) have been designated for each functional area (e.g. student records, student financials, financial aid) that can provide guidance understanding and selecting appropriate roles and permissions. Also, each academic division has designated CUNYfirst liaisons that can also provide basic guidance (see list below.)

For guidance in selecting roles, the following Campus Solutions PDF templates are available (forms will be linked):

  • Dean and Chair
  • Divisional Liaison
  • Full-time Faculty
  • Full-time Faculty Advisor
  • Part-time Instructor
  • Professional Advisor

The user’s manager (and possibly divisional liaison) and the business owner(s) of the data that will be accessed (e.g. Registrar, Bursar, Financial Aid director) must approve roles revisions (see authorization signatures on page 6 of form and directions below).

Below is a list of commonly assigned roles with descriptions of the access they provide that are assigned to academic administrative and instructional staff. Those identified as restricted roles provide elevated privileges to sensitive information or functionality and should be dispensed accordingly.

  • CU CS SS Instructor:
    • Verify attendance roster, order textbooks, and assign student grades
    • Advisor View of Student Data: To Do List, Enrollment Appointments, service indicators, weekly schedule, demographic information, My Advisees, My Advisors
    • Update Self Service Certification Roster
    • View Service Indicator summaryy
  • CU CS SS Advisor:
    • Advisor View of Student Data: Advisee’s student center, view transfer credit report, course history, exam schedule, transfer credit summary, enrollment appointments, service indicators, emergency contacts, to do lists.
    • View Service Indicator Summary, schedule of classes, browse catalog and course details
    • Ability to update Student Groups that have been assigned to the user’s account.
  • CU_CSSS_Student_Srvcs_Center:
    • Display student’s admissions summary, transfer credit report, enrollment appointment, current class schedule, course and class history, transcript, grades, exam schedule, and financial aid and financials summary.
    • Allows view and update student emergency contact information and demographic data.
  • CU_CSCS_Common: Required to apply and remove Service Indicators, view Service Indicator summary, update user defaults, test results. View and maintain Orgs.
  • CU_CSSF_CommonSFPagesView, CU_CSSS_StudCenter_FinPage: Access Student Services Center financial information, including: account summary, charges due, payments, student permissions view, pending financial aid (limited until financial aid module fully implemented), account financial activity. For full functionality, user must also request Business Unit: CTY01 (page 6).
  • CU_CSSR_Admin_Crse_Catalg_VIEW: Access to view the course catalog.
  • CU_CSAD_PreReq_View: Access to view configured course prerequisite rules.
  • CU_CSSR_ProgPlan_Maintainer_VW: View students’ academic careers, program, plan and subplan information, student degrees, and student attributes.
  • CU_CSCS_Student_Inquiry: Single page display student’s current class schedule, grades, account summary, admissions summary, transfer credit report, course and class history. (CCNY students only.)
  • CU_CS_Query_Run: Access to Query Viewer enabling users to run queries against student records.
  • CU_CS_Common: Enables access to update user defaults, process monitor and report manager.
  • CU_CSSR_Textbook_Data_Entry: Access department/division-wide textbook ordering. Scope determined by Academic Org data permissions SACRs.
  • CU_CSSR_Class_Permission_(restricted role): Class permissions are used when registering students to override closed classes (“overtally”), requisites not met, consent required and academic career/program restrictions. Should be used in conjunction with class schedule or department class rosters. Scope determined by Academic Org data permissions SACRs.
  • CU CSSR Dept Class Roster: “Real-time” access to department/division-wide class rosters. Typically used to complement Class Permission. The Instructor role provides faculty with roster access to courses/classes to which they have been assigned in the Faculty Center; this role grants access to multiple classes. Scope determined by Academic Org data permissions SACRs.
  • CU_CSSR_Dept_Grade_Roster (restricted role): Access department/ division-wide grade rosters. The Instructor role provides faculty with roster access to courses/classes to which they have been assigned in the Faculty Center; this role grants access to multiple classes. Scope determined by Academic Org data permissions SACRs. Assign on an as-needed basis.
  • CU_CSSR_Enroll_Appt_Maintainer (restricted role): Schedule student enrollment appointments.
  • CU_CSSR_Enroll_Stdnt_Maintain (restricted role): Ability to ‘Quick Enroll’ students. For ‘Quick Enroll’ access user must also request Enrollment Access ID: REG1 (page 5).
  • CU_CSSR_Enrollmnt_Reqst_Viewer (restricted role): Display enrollment requests (update access if granted data permissions SACR), run and print enrollment verifications.
  • CU_CSSR_Acad_Advisor_Maintain (restricted role):: Update and correction access to Student Advisor where advisor(s) are assigned to a student.
  • CU_CSSR_View_Course_Cls_Setup (restricted role): CU CSSR View Course Cls Setup (restricted role): View course and class schedule setup, enrollment requirements, update student groups.
  • CU_CSSR_Class_Schedule (restricted role): CU CSSR Class Schedule (restricted role): Schedule new courses, add and update class sections, combined sections, print class schedule.
CUNYfirst CAMPUS SOLUTIONS SUBJECT MATTER EXPERTS
Area
Subject Matter Expert
E-mail
Phone (212) 650-
Location
Registrar/ Student Records Daniel Matos dmatos@ccny.cuny.edu x8150 A 102
Registrar/ Student Records Anna-Lize Harris aharris@ccny.cuny.edu x7855 A 102
Bursar/ Student Financials Joseph Boselli jboselli@ccny.cuny.edu x8501 A 103
Bursar/ Student Financials Anne-Marie Ebanks aebanks@ccny.cuny.edu x8578 A 103
Admissions Joseph Fantozzi jfantozzi@ccny.cuny.edu x7865 A 101
Admissions Alan Sabal asabal@ccny.cuny.edu x6444 A 101
Financial Aid Arshaw Ramkaran aramkaran@ccny.cuny.edu x5824 A 104
Financial Aid Lourdes La Cotera llacotera@ccny.cuny.edu x6354 A 104
Colin Powell School Leslie Galman lgalman@ccny.cuny.edu x6412 NA 6/141
Colin Powell School Kamilah Briscoe kbriscoe@ccny.cuny.edu x7397 SH 542
Division of Humanities and Arts Melissa Oden moden@ccny.cuny.edu x7379 NA 5/225
Grove School of Engineering Dean Ardie Walser walser@ccny.cuny.edu x8030 ST 152
Sophie Davis School of Biomedical Education Maria Jimenez mjimenez@ccny.cuny.edu x7156 / x7160 / x8291 HR 102
Interdisciplinary Studies Deborah Edwards-Anderson edwa@ccny.cuny.edu (212) 925-6625 x235 25 Broadway – 7th Floor
Division of Science Elizabeth Rudolph erudolph@ccny.cuny.edu x6474 MR 1320
Spitzer School of Architecture Sara Morales smorales@ccny.cuny.edu x8748 SSA 133
Spitzer School of Architecture Hannah Borgeson hborgeson@ccny.cuny.edu x5663 SSA 120
School of Education Stacia Pusey spusey@ccny.cuny.edu x5354/ x6239 / x6296 NA 3/223A
3. Data Permissions (SACR) click

3. Data Permissions (SACR) (pages 5 and 6) determine what data can be accessed by a user’s account. If another user is known to have access data the applicant is seeking you can submit that user’s EMPLID and those settings can be applied to the applicants’ account.

  • For most users, only the first six parameters are required:

Academic Institution is a college’s code designation, City College is CTY01.

Institution / Campus: MAIN

Institution / Career determines access to undergraduate (UGRD), graduate (GRAD), or doctoral (DOCT) records.

Academic Plan is the area of study, such as a major, that exists within an academic program or academic career. Some examples would be “Masters Degree” or “Nondegree Undergraduate.” If Academic Program is Non-Degree Undergrad then the academic plan will be Non-Degree.

Academic Program is the degree track in which a student is participating, such as “Undergrad.” If a student is not seeking a degree, the Academic Program will be “Non Degree Undergrad.”

Academic Org limits the scope of student record data an account can access by a division, a department or a program. Class Permissions (used to override closed sessions, prerequisites, and required consent) and Department and Grade Rosters are delimited by the Academic Org. So, for example, an advisor who only needs access to Philosophy students’ records should be assigned the Academic Org: PHIL-CTY.

Academic Org limits the scope of student record data an account can access by a division, a department or a program. Class Permissions (used to override closed sessions, prerequisites, and required consent) and Department and Grade Rosters are delimited by the Academic Org. So, for example, an advisor who only needs access to Philosophy students’ records should be assigned the Academic Org: PHIL-CTY.

An account can be assigned multiple Academic Orgs, so a faculty who needs access to math and biology rosters can request BIO-CTY and MATH-CTY. When requesting Academic Orgs for a user’s account only assign those applicable to that user’s official duties.

Division
Academic Department, Division, Office
Academic Organization Code
Architecture Architecture ARCH-CTY
Architecture Landscape Architecture LAAR-CTY
Architecture School of Architecture SOA-CTY
Architecture Urban Design UD-CTY
Architecture Urban Landscape UL-CTY
CCNY City College of New York CCNY-CTY
CCNY City College of New York CTY01
Colin Powell American Studies AMST-CTY
Colin Powell Anthropology ANTH-CTY
Colin Powell Division of Social Sciences SSC-CTY
Colin Powell Economics ECO-CTY
Colin Powell International Relations IR-CTY
Colin Powell Psychology PSY-CTY
Colin Powell Public Services Management PSM-CTY
Colin Powell Social Science SOSC-CTY
Colin Powell Social Science SSCI-CTY
Colin Powell Sociology SOC-CTY
Colin Powell Women Studies WS-CTY
CWE Center for Worker Education CWE-CTY
CWE Center for Worker Education WRKED-CTY
CWE Interdisciplinary Arts and Sciences IAS-CTY
Education Childhood Education EDCE-CTY
Education Education EDUC-CTY
Education Leadership Education EDLS-CTY
Education School of Education SOE-CTY
Education Secondary Education SECED-CTY
Engineering Biomedical Education MED-CTY
Engineering Biomedical Engineering BME-CTY
Engineering Chemical Engineering CHE-CTY
Engineering Civil Engineering CE-CTY
Engineering Computer Science CSC-CTY
Engineering Electrical Engineering EE-CTY
Engineering Engineering ENGR-CTY
Engineering Grove School of Engineering GROVE-CTY
Engineering Mechanical Engineering ME-CTY
Humanities Art ART-CTY
Humanities English ENGL-CTY
Humanities Foreign Languages & Literature LANG-CTY
Humanities History HIST-CTY
Humanities Humanities and the Arts HART-CTY
Humanities Latin American & Latino Studies LALS-CTY
Humanities Media & Communication Arts MCA-CTY
Humanities Music MUS-CTY
Humanities Philosophy PHIL-CTY
Humanities Political Science PSC-CTY
Humanities Speech SPCH-CTY
Humanities Theatre and Speech THSP-CTY
OTHER Administrative ADMIN-CTY
OTHER CUNY Honors College HONOR-CTY
OTHER CUNYBacc & Interdisc.Stds CBUIS-CTY
OTHER Health & Physical Education HEPE-CTY
OTHER Program PROG-CTY
OTHER Registrar’s Office REG-CTY
OTHER SEEK SEEK-CTY
Science American Museum Natural Hist AMNH-CTY
Science Biology BIO-CTY
Science Chemistry CHEM-CTY
Science Division of Science DIVSCI-CTY
Science Earth and Atmospheric Science EAS-CTY
Science Mathematics MATH-CTY
Science Physics PHY-CTY
Science Science SCI-CTY
Sophie Davis Physician’s Assistant PA-CTY
Sophie Davis School of Biomedical Education BMED-CTY

Student Groups are grouping of students that share a common characteristic for various business processes, e.g., honors students, athletes, SEEK, veterans, etc. For example, the FRSH group can be used to require entering freshmen to consult with an advisor in order to grant students’ access to enroll in classes. Most service indicators are applicable only to the administrative offices (i. e. Bursar, Registrar, Admissions, Financial Aid and Student Affairs).

Service Indicators are codes that can be placed on or released from student’s account to modify its functionality. A negative service indicator can prevent a transaction from occurring (e.g., registration block, or transcript block, graduation processing). A positive service indicator can grant special accommodations (e.g., veterans’ services, early registration). Service indicators typically display a brief explanation on the student’s record and the office to contact.

Administrators and advisors in academic divisions and special programs primarily use advisement (ADV), dismissal (DIS), and GPA hold (IVR) service indicators. Most other service indicators are applicable only to staff in the offices of the Bursar, Registrar, Admissions, Financial Aid and Student Affairs and special programs.

When considering service indicators, separately assess whether the business process being performed by the employee requires the ability to place and to release the indicator. For example, if a particular advisor should have the ability to place but not remove the GPA stop service indicator enter ‘IVR IVR place’.

To assigned service indicators to an employee’s account there are four attributes to consider:

  • 1. Service Indicator Code
  • 2. Reason Code(s) associated with that service indicator code,
  • 3. Placement (apply) the service indicator (optional)
  • 4. Release (remove) the service indicator (optional)

The table below contains service indicators in use by academic divisions that were migrated from the legacy student information management system (SIMS). Particularly noteworthy is the ADV ADV service indicator, which is applied by the office of Admissions to all incoming students requiring them to seek advisement before they are allowed to register for classes.

CUNYfirst Campus Solutions Academic Service Indicators

Department/ Program

Service Indicator Code

Reason Code

Description

Message

Admissions ADV ADV Advisement Required (This service indicator is assigned to all entering students’ accounts. This code should be assigned to all academic advisors.) Advisement Required
ALL DIS DIS Academically Dismissed
ALL IVR IVR Academic Deans GPA STOP An academic STOP has been placed on your record. You must go to your Dean’s Office for assistance in completing your registration.
Architecture ADV ARCH Advisement Required A STOP has been placed on your record by the School of Architecture. Please visit Room 002 in the Spitzer School of Architecture for further assistance.
Education ADV EDUC Advisement Required See your Advisor in the Education Department.
Engineering ADV DENGR Advisement Required A STOP has been placed on your record by the Office of the Graduate Dean of Engineering. Contact that office for further assistance.
Engineering ADV ENGMT Advisement Required Engineering Math STOP
Engineering ADV ENGR Advisement Required See your Advisor in Engineering for registration approval.
Engineering EXW EXW 12 or More Credits of W Grades A STOP has been placed on your records by the Office of Undergraduate Affairs in the School of Engineering.  Please contact that office for further assistance.
Gateway Academic Center ADV GAC Advisement Required A STOP has been placed on your records by the Gateway Academic Center. For further assistance, you must meet with your Academic Advisor.
Humanities and Arts ADV ENGL Advisement Required No Web Registration is permitted in the MFA in Creative Writing or the MA in Literature. Please register in person in the Department of English
Humanities and Arts ADV GSPAN Advisement Required No Web Registration is permitted in the MA in Spanish program. Please contact the Director of the Program.
Humanities and Arts ADV HUM Advisement Required A STOP has been placed on your record by the Division of Humanities and Arts. Please visit NAC 5/225 for further assistance.
Humanities and Arts ADV MUSIC Advisement Required Please see your Music Advisor
Science ADV SCI Advisement Required A STOP has been placed on your record by the Division of Science. For further assistance, please visit that office.
Sophie Davis ADV BIOMED Advisement Required A STOP has been placed on your record by the School of Biomedical Education. Please visit HR-102 for further assistance.
4. Authorization Signatures click

4. Authorization Signatures are a necessary to the account provisioning process. Signators are responsible for vetting roles to ensure that they are prudently assigned and removed.

  • Manager approval signature (page 6)
    The employee’s manager, departmental or divisional CUNYfirst liaison are responsible for ensuring that all required fields are completed and necessary signatures are acquired before the form is submitted for processing.
  • Business Owner approval signature (page 6)
    For access to Campus Solutions roles and data permissions the user must acquire the signatures of the appropriate business owner. Roles are grouped into clusters, most are under the auspices of the Registrar including Common, Self-Service, Student Records (SR). These roles require the signature of the Registrar for approval.
  • Roles in the Financial Aid cluster require the signature of the Director of Financial Aid: Director of Financial Aid:

    Student Financials roles require the signature of the Bursar:

    Similarly, Admissions Office roles should be approved by the Director of Admissions (currently there is not signature line for the Director of Admissions, whose signature is required nonetheless)

5. Submission to CCNY Service Desk click

Once the form has been completed the user or user’s supervisor is responsible for submitting it to the CCNY Service Desk. The Service Desk will in turn upload it into the CUNYfirst Customer Relations Management (CRM) ticketing system, which is used to regulate and archive CUNYfirst workflow.

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