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:

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.
Complete the Acceptable Use Agreement.
All students, faculty, staff, and affiliates must complete the Acceptable Use Agreement every two years. In most cases, an IU Login interrupt will notify you when your previous agreement expires.

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:

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:
  - CRM access
  - HRMS access
  - KFS access
  - Kuali Coeus access: Contact kc-admin-l@indiana.edu.
  - Kuali Protocols IRB access: Contact irb@iu.edu.
  - OnBase access
  - SIS access (DART)
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.
    - Make sure the individual's supervisor is aware of Information Security and Policy and provides appropriate resources (for example, Data Protection and Privacy Tutorial, Critical Data Guide, and system-specific training). For more on security awareness and data training requirements, see Training.
    - Verify that the individual has taken Data Compliance Training for systems being requested (for example, 2023 HIPAA Privacy and Security, FERPA tutorial, or HRMS Data Use tutorial).
    - Grant access to University-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 University-Internal, Restricted, and/or Critical data:
      - Make sure the individual's supervisor is aware of Information Security and Policy and provides appropriate resources (for example, Data Protection and Privacy Tutorial, Critical Data Guide, and system-specific training). For more on security awareness and data training requirements, see Training.
      - Ask the supervisor/sponsor for Justification for Access.
      - Verify that the individual has taken Data Compliance Training for systems being requested (for example, 2023 HIPAA Privacy and Security, 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).