Graduate Division System Access Request Form - PowerForm completion user guide
The GradDiv-System Access Request Form can be found on the GD DocuSign Templates and PowerForms page
To Move System 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
Log in to DocuSign using your UCSB NetID.
Complete the following:
“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
“System User” - 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/OGRANIZED RESEARCH UNIT DIRECTOR” - required
Request for an Academic Department
If the user will have one of the following roles:
Department Chair
Faculty Graduate Advisor
Faculty Admissions Chair
Staff Graduate Advisor
Go to the BUNDLE Access Request Section. If they will have another role, please skip to CUSTOM Access Request.
Request for an Organized Research Unit
Go to CUSTOM Access Request Section. BUNDLE Access Request is not available.
To Add System Access
Log in to DocuSign using your UCSB NetID.
Complete the following:
“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/OGRANIZED RESEARCH UNIT DIRECTOR” - required
Request for an Academic Department
If the user will have one of the following roles:
Department Chair
Faculty Graduate Advisor
Faculty Admissions Chair
Staff Graduate Advisor
Go to the BUNDLE Access Request Section. If they will have another role, please skip to CUSTOM Access Request.
Request for an Organized Research Unit
Go to CUSTOM Access Request Section. BUNDLE Access Request is not available.
BUNDLE Access Request (Add or Update User)
Use to grant specific, pre-determined roles in GradPoint and AppReview to users in academic departments
Under System User Information, select “ADD a user to a BUNDLED system - access based on title”.
Complete the following sections (highlighted yellow in image below) using the information for the new user/the user who is getting updated access:
User name
UCSB netID
Department Name
User position/title
FERPA Training Completion Date (ask the user to check the UC Learning Center if they are not sure)
Under “Remove user previously in this position” (highlighted green in image above)
If the new user is replacing an outgoing user (for example, a new Department Chair replacing an outgoing Chair), select Yes. Then enter the name and UCSB netID of the outgoing user.
If the new user is not replacing anyone (for example, it is a new position or it has been vacant for a long time), select No.
Continue to select the new user’s bundled role from the following:
Department Chair
Faculty Graduate Advisor
Faculty Admissions Chair
Staff Graduate Advisor
Click “Finish”
The form will then be routed to the incoming user for signature and then the Department Chair for approval.
Once the Chair signs, it will be routed to Graduate Division approvers from the Admissions, Academics, and Student Financial Support units.
Once Graduate Division approves and processes the form, the added user, requester, and Department Chair will receive a confirmation email. Users being removed from a system will not receive a confirmation email.
CUSTOM Access Request (Add or Update User)
Use to grant ad hoc access to users in GradPoint and/or AppReview for academic departments.
Use to grant access to GradPoint Financial for users in Organized Research Units.
Under System User Information, select “ADD a user to CUSTOM systems - specific system access”.
Complete the following sections (highlighted yellow in image below) using the information for the new user/the user who is getting updated access:
User name
UCSB netID
Department Name
User position/title
FERPA Training Completion Date (ask the user to check the UC Learning Center if they are not sure)
On the second page of the form, check the box for each system for which you are requesting access: e.g. Admissions AppReview, GradPoint Financial, and/or GradPoint Academics. Then, under each system, select which role you would like assigned to this user. For more information about roles, please review the GradPoint and AppReview Access and Application Review System Administration
Note for AppReview: Certain roles do not require Graduate Division approval and should instead be assgined by the Department Chair in the Admin Menu of AppReview. Please find more details under Application Review System Administration: Roles Assigned by the Department Chair.
At this time, users in Organized Research Units (ORUs) will only have access to GradPoint Financial. Any requests for GradPoint Academics or Admissions AppReview for an ORU will be disregarded.
To Remove Systems Access
Use to remove a user’s access to a specific department or organized research unit in Graduate Division Systems (GradPoint and/or AppReview)
Log in to DocuSign using your UCSB netID.
Complete the following (highlighted in yellow below):
Only fill in “Requester” and “Department/Research Unit Approver” information.
“REQUESTER” - required
“System User” - leave this blank
“DEPARTMENT CHAIR/ORGANZED RESEARCH UNIT DIRECTOR” - required
Click BEGIN SIGNING button at the bottom of the page
You will be routed to the form. Select “REMOVE a user form:” and then choose one of the following:
“Specific systems - CUSTOM system access” OR
“ALL Academic, Admissions, and Financial systems”
Complete the required sections (highlighted in yellow in the image below):
User name to REMOVE
UCSBnetID (of the user to be removed)
Dept/ORU Name (for access removal)
User position/title (of the user to be removed)
Since FERPA Training is not required to remove a user, you can enter the current date in the “FERPA Training Completion Date (for add only)” section
If you selected to remove user from “ALL Academic, Admissions, and Financial systems”, click “Finish”
If you selected to remove user from “Specific systems - CUSTOM system access”:
a. Complete the CUSTOM section on page 2 by selecting which specific systems to remove access to (e.g. GradPoint Academics, GradPoint Financial, Admissions AppReview)
b. Select the applicable role(s) to remove
c. Click “Finish”
The form will be routed to the Department Chair/Organized Research Unit Director for their signature. Once they sign, it will be routed to Graduate Division for processing. You will receive a copy of the completed form once the user’s access has been removed.