Graduate Division System Access Request Form - PowerForm completion user guide

Owned by Rhiannon Parisse
Last updated: Jun 20, 2024
4 min read

GradDiv-System Access Request PowerForm completion user guide

Form has three functions

  1. To Move GradPoint Access from one user to another

    • Use for a new portal user who is taking over a position from an existing user that no longer needs access, for example:

      • New incoming Chair replacing outgoing Chair

      • New incoming Faculty Graduate Advisor replacing outgoing Faculty Graduate Advisor

      • New incoming Staff member replacing outgoing staff member

  2. To Remove GradPoint Access from a user

    • Use for a portal user who has left their position and has not yet been replaced 

  3. To Add GradPoint Access

    • Use for a new portal user in a vacant position

To Move GradPoint Access from one user to another

 

 

 

 

 

“REQUESTER” - required 

Requestor is the person initiating the form. Can be an admin, or incoming or outgoing faculty member. Needs information on user UCSB Net ID, email and position

 

 

“USER TO BE ADDED” - required

New user or the person taking over the position, e.g. Incoming Chair or incoming Faculty Graduate Advisor. A new user MUST sign the form.

 

“DEPARTMENT CHAIR/RESEARCH UNIT” - required

 

 

 

Requestor:

  • Check “Bundled system access based on department position (chairs and graduate advisors only)”

  • Complete the red required boxes for the incoming user

  • Complete details of “Name of user who held the position previously”  - this will remove the outgoing user from the position. 

  • Choose the bundled access 

    • Chair

    • Faculty Graduate Advisor

    • Faculty Admission Chair

    • Staff Graduate Advisor

The form will then be routed to the incoming user for signature and then the department’s current chair for approval. 

In the case of an outgoing Chair to incoming Chair form, the incoming Chair will be the Requester/User to be added and the Outdoing Chair will be the Department Chair who has final approval on the form. 

To Remove GradPoint Access

 

 

 

Only fill in “Requester” and “Department/Research Unit Approver” information.

 

“REQUESTER” - required 

 

 

 

“USER TO BE ADDED” - leave this blank

 

 

 

 

“DEPARTMENT CHAIR/RESEARCH UNIT” - required

 

 

 

In the form, check: “Custom system access requests (add/remove access to any system)” and complete the forms required information, including the “User to be removed” box with the name of the person to be removed. 

Indicate all the systems the user should be removed from under “CUSTOM Access Request”. (Leave “BUNDELED Access Request bland):

When complete, it will be routed to the Department Chair or Research Unit Director for approval. 

To Add GradPoint Access

 

 

 

 

 

“REQUESTER” - required 

Can be same information as “USER TO BE ADDED”

 

 

 

“USER TO BE ADDED” - required

New user MUST sign the form, so their information has to be entered here

 

“DEPARTMENT CHAIR/RESEARCH UNIT” - required

 

 

 

 

Requester

Two options to choose from, bundled or custom. More information on GradPoint Access and system roles can be found here.

  • Bundled Access

    • Based on the department position access will be granted in the appropriate roles listed on the form.

  • Custom Access

    • For specific access for a position or system

The form will then be routed to the incoming user for signature and then the department’s current chair for approval.