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Requesting Access to Student Systems

Requesting Access to Student Systems

Beginning July 16, 2025, all requests for Reg Access will be handled through the new Coursedog workflow. This update improves security, streamlines the process, and ensures all requests are properly routed and documented.

Reg Systems

Systems that this request workflow serves:

Who can request access?

A department’s designated Reg Access Department Administrator can submit a request. This is typically the department MSO/Business Officer, Chair, or Director/Dean.

Self-Requests are not permitted. To ensure proper oversight, individuals cannot request system access for themselves. Each department should have at least two designated administrators.

  • Department Chair or Director/Dean places access request for a Business Officer

  • Department Director/Dean or Business Officer places access request for a Department Chair

  • Department Chair or Business Officer places access request for a Department Director/Dean

In the absence of a department’s designated Reg Access Department Administrator, request can be placed at the department’s control point/overseeing department.

Questions? please contact Regaccess@sa.ucsb.edu

Request Process

  1. FERPA (Family Educational Rights and Privacy Act) Training Requirement

    1. Staff, student staff, and faculty members must complete the required online FERPA training prior to being granted access to any Reg Systems containing student data. The user needs to complete this training once while employed at UCSB; if they have completed it in a prior role, there is no need to retake it unless they’d like to refresh their knowledge. Ensure the user has completed FERPA training prior to submitting a new access request.

  2. Create a new Reg Access Request in Coursedog

    1. Visit Coursedog and sign in with your UCSB email (netID@ucsb.edu)

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    2. Log in with SSO netID credentials and DUO Multi-Factor Authentication

    3. Navigate to the “Campus” tab on the left side menu:

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      2. If you do not have access to Coursedog, or to the “Campus” tab, you are not assigned as a Reg Access Department Administrator, an access request will need to be placed on your behalf by another Reg Access Department Administrator. See https://ucsb-atlas.atlassian.net/wiki/spaces/REGPUBDOC/pages/edit-v2/17404133426#Requesting-Department-Administrator-Access.

    4. Select the “Registrar Systems Access Request” Document type:

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    5. Select “+ PROPOSE NEW DOCUMENT”:

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    6. Select “Reg Access Request Form”

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    7. Complete all required fields on the form and click “SUBMIT PROPOSAL”.

      1. Need to copy from existing request? See below.

    8. Allow 1-4 business days for review. Progress can be viewed by clicking the link sent to your email and by hovering over the circles with the checkboxes under “Proposal Toolbox” You will receive an automatic email once submitted, and once approved. The approval email will not be automatically sent to the user you are requesting access on behalf of, so be sure to forward it to them to notify them of their access.

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Copying from an Existing Request

  1. After clicking “+ PROPOSE NEW DOCUMENT”, under “Pre-populate Data”, click “COPY FROM PROPOSAL”

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  2. The system only displays pending proposals by default. To copy from an approved proposal, click the "X" to clear the "Pending" filter:

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Copying from a template (Coming Soon)

Check back for more details.

Requesting Power BI Apps

Within the Reg Access Request form, select “Power BI> YES”, then select the requested App / AD Directory Group from the dropdown. A list of options can be found here: ​https://ucsb-atlas.atlassian.net/wiki/spaces/REGPUBDOC/pages/17504108799

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Requesting Department Administrator Access

Within the Reg Access Request form, select “Coursedog > YES”, then for Coursedog Role Type, select “Reg Access Department Administrator”

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Notes/FAQs

  • If you’re not already a Coursedog user with access to the “Campus” tab, access will need to be requested on your behalf by another Reg Access Department Administrator in your department or by your department’s control point.

  • If requests need to be made for multiple employees, one form per employee must be submitted

  • It is the department’s responsibility to request a cancelation of access using the same form when the employee separates from their role in the department

  • If the department is unclear what systems to request access to, in the comments section, describe the user’s role or the tasks they will need to complete, and the Registrar’s Office will make a determination on which access to approve

  • Templates are coming soon for various roles on campus, when more information is available, this page will be updated

  • Please email Regaccess@sa.ucsb.edu with any questions or to report any errors with the form