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ACCESS.SMU User Access And Security

Contents:       New Users      Staff - HE Functional User      Student Worker Account                Faculty & Adviser Self-Service       Student Self-Service      Employee Self-Service      Training       Security      Understanding ACCESS.SMU Security                Reporting Changes to Employment Status      Account Change                Additional Access      Password Maintenance or Resets      Help Desk

New Users

Requesting access to any University Systems/Data requires the Requester and his or her Department Supervisor to agree to and comply with all applicable University policies, procedures, and standards.  It is the responsibility of each individual staff or faculty member to know these policies.  This includes adhering to any Confidentiality Agreements. (See the terms of use link located on the ACCESS.SMU sign-in page). For additional explanation on account types, go to http://www.smu.edu/help/webforms/accountinfo.asp .

Staff - HE Functional User

If you are a staff member at SMU and your job requires that you access a student’s educational and/or financial record, it may be necessary for your Supervisor to request SAS access for you to complete your job.

SAS access requires that

• You have an ACCESS.SMU account and password
• You have to have access to a Personal Computer with World Wide Web Internet access available
• You successfully complete appropriate training.  All new users must attend the Understanding the Administration System and Student Records Basics seminars. Go to (http://www.smu.edu/trainadminsys/Access.SMU/access.smu.asp) to view seminar contents and registration information for SR Basics.

If you are a staff member at SMU and need ACCESS.SMU to perform your job, but do not have an ACCESS.SMU account, please have your supervisor fill out the Employee Account Request form located at (http://www.smu.edu/help/webforms). This form will also be used to create an email account. The ACCESS.SMU account may take 2 weeks before it's created. For training needs, see about Training.

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Student Worker Account

There are two types of Student Worker Accounts: WR (password is restricted) and WU (password is unrestricted). For WR accounts, the password is sent to the supervisor who is responsible for logging on to the system since the student never receives the password. For WU accounts, the password is sent to the student, but usually the student has less functionality/security because ACCESS.SMU is available through the World Wide Web. To request a Student Worker Account, the supervisor needs to fill out the Student Worker Account Request form located at http://www.smu.edu/help/webforms/ .

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Faculty & Advisers Self-Service

If you teach a class at SMU, it is necessary for you to have an Access.SMU account .  Access.SMU allows faculty to view class rosters, input grades, and view his/her own Instructor’s Schedule. In addition, advisers can view advisee information.  Both faculty and advisers can also update personal information such as addresses and phone numbers.  New accounts for Access.SMU are generally created in batches as deemed necessary by the Registrar.  However, if you get missed in the batch process, please contact the Help Desk to expedite the creation of your account.  

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Student Self-Service

If you are a student at SMU, it is necessary for you to have an Access.SMU account.  Access.SMU allows students to view class schedules, add/drop/swap classes, view grade reports, and create unofficial transcripts.  Additionally, students can update personal information such as addresses and phone numbers.  New accounts for Access.SMU are generally created in batches as deemed necessary by the Registrar.  However, if you get missed in the batch process, please contact the Help Desk to expedite the creation of your account.

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Employee Self-Service

SMU offers all employees the capability to View Personal Information, Paychecks, W-4 Information, Direct Deposits, Benefit Summary and Account Summary online. In addition, an employee can update their Address, Phone Number, and W-4 Information online. If you do not have this access, please fill out the Employee Account Request form located at http://www.smu.edu/help/webforms and choose Primary Computer account (includes PPP, VPN, Network access, Email, and ACCESS.SMU HR Self Service) under Section D Account Types.

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Training

Training using SAS is available on topics to which you have security.  If you are a new user or an existing user that needs training to perform your job tasks within ACCESS.SMU, please send an email to ACCESS.SMU Training at adminsys@smu.edu or visit the Training Web site.

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Security:

Understanding ACCESS.SMU Security

ACCESS.SMU Security is managed through your account and password.  Your security determines which parts of ACCESS.SMU you can access and what you can do with this access (view, add, or change data).  Your security should be sufficient to perform the responsibilities of your job.

 

If you have an ACCESS.SMU account, you are responsible for maintaining your password security.  Your password is your electronic signature in that each employee is responsible for all actions/access made with his or her  Emplid.  Each employee is required to take appropriate measures to protect his or her account and password from unauthorized use.  Therefore, protect your access to SAS at all times.

 

To help you maintain your password security, follow these 2 points:

·         Change your password frequently, every 30-90 days is recommended

·         Never share your password

 

Protecting Student Records is every employee's responsibility.  Please guard your SAS security as you would guard access to your personal credit report.

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Reporting Changes to Employment Status

Request for access to ACCESS.SMU is granted to employees based upon their current job requirements.  If an employee has a change of employment status (termination, transfer to a different Department, or Non-Working leave of absence in excess of six (6) weeks) or changes in job requirements, the supervisor is responsible for notifying the Help Desk.

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Account Change

An account change can occur when a user's security has been increased or decreased within the Higher Education processing environment.  Also, an account change can occur to correct an account error.  

To request a name change, submit the name change request through Human Resources and after the request is approved and completed within ACCESS.SMU by HR, submit a Help Desk request to complete the account change.

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Additional Access

If you do not have sufficient security to perform you job responsibilities, please have your Supervisor fill out the ACCESS.SMU, Budgets.SMU, or Financials.SMU for Current Employees form located at http://www.smu.edu/help/webforms. Be sure to identify what information you need to access, what type of access (view, add, or update) and the reason you need the additional access.

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Password Maintenance or Resets

To change your ACCESS.SMU password, fill out the Password Reset request form located at http://www.smu.edu/help/webforms.

ACCESS.SMU passwords should be:

•  6-8 characters long
• Start with alpha-character
• Can include the following special characters: # $ @ _

If you have forgotten your password or need to change your password, please submit a Password Reset request.

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Help Desk:

Your first line of defense in solving problems you may encounter while using ACCESS.SMU is to contact the Help Desk.  If you need HELP, please send an email to help@mail.smu.edu, or call 8-HELP (214 768-4357), or go to (http://smu.edu/its/) for further contact information.  Do your best to include your 8-digit Employee ID number (found on your SMU ID card and pay stubs) when contacting the help desk.

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