How supervisors and Data Managers establish access to institutional data and applications for individuals

Following is the procedure for supervisors and Data Managers to set up an individual's access to applications and institutional data.

Note:

Individuals needing access must complete these steps beforehand:

  1. Create their own first computing accounts, if needed. For affiliates, the supervisor/sponsor must request sponsorship of the affiliate account before the individual can create it.
  2. Complete the Acceptable Use Agreement.

For an overview of the entire process individuals themselves must follow for appropriate access, see Access to IU institutional data and applications.

Then, the process for data access can continue:

  1. The supervisor/sponsor (access coordinator) requests access to applications and data:
    1. Validate the individual's completion of the Acceptable Use Agreement.

      Go to Check Agreement Status.

    2. To request appropriate access, choose from the list below:
  2. Data Managers process the application and data access request.
    1. Data Managers check the status of the requester (such as individual or designated appointee):
    2. Data Managers then take appropriate action.
      • For individuals with Employee or Designated Appointee status:
        • Grant access to Public data.
        • Ensure that the individual's supervisor is aware of data handling information and provides appropriate resources (for example, Critical Data Guide, system-specific training, and Protect IU: Online Safety & Security).
        • Verify that the individual has taken Data Compliance Training for systems being requested (for example, HIPAA IU Expand E Training, FERPA tutorial, or HRMS Data Use tutorial).
        • Grant access to Univ-Internal data.
        • For Restricted or Critical data:
          • Ask the supervisor for Justification for Access.
          • Evaluate the request and justification to determine whether to grant access.
      • For individuals with Affiliate status:
        • Grant access to Public data.
        • For requests to access Univ-Internal, Restricted, and/or Critical data:
          • Ensure that the individual's supervisor is aware of data handling information and provides appropriate resources (such as Critical Data Guide, system-specific training, and Protect IU: Online Safety & Security).
          • Ask the supervisor/sponsor for Justification for Access.
          • The Data Manager verifies that individual has taken Data Compliance Training for the systems being requested (for example, HIPAA IU Expand E Training, FERPA tutorial, or HRMS Data Use tutorial).
          • The Data Manager evaluates the request and justification to determine whether to grant access.
Note:
For access requiring it, individuals will need to set up Two-Step Login (Duo).

This is document bfwe in the Knowledge Base.
Last modified on 2019-05-13 16:01:01.

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