Roles

Security and permissions in the workflow are handled by assigning users a Role as well as Department (up to 4) or College affiliations. The roles determine which actions may be performed by the user throughout the workflow.

Summary

*Initiation by the Dept. Chair also functions as Dept. Recommendation

**Initiation by the College also functions as a College Decision

^The Withdrawal option is available to the College role up until the petition enters a College Approved or College Denied status.

^^Each role has different restrictions as to which petitions may be viewed in the Queue.

Department Advisor

The Department Advisor role is intended for departments where a staff person would need to be able to enter a petition, but someone else would be responsible for recommending approval of the request. This role will only allow for the creation of petitions associated with major requirements or courses within the role’s department.

Department Chair

This role is intended for the individual in the department that is responsible for recommending approval/denial of the petition for the department. This may be the actual Chair of the department or a faculty or staff designate. The person with this role may initiate and render a decision on their own petitions, and they may access the department My Work Queue to render a recommendation for petitions that had been previously initiated by a Department Advisor role and are in an “Awaiting Dept Chair Review” Status.

College

This role is intended for advisors within the colleges. Accounts with this role may initiate and approve petitions for General Education or University requirements. They may also access a work queue to view, evaluate and approve or deny petitions approved by a department. Major petitions are assigned to an advisor with a College role based on rules provided by the college. Users in a college role have additional capabilities to assign petitions to other advisors in a College role. Upon approval by this role, most petitions will feed directly into uAchieve. Those that can not be entered automatically are placed in an “Awaiting Registrar Processing” status.

Registrar

This role is assigned to Academic Services staff in the Office of the Registrar. Petitions that cannot be fed directly into uAchieve are placed in an “Awaiting Registrar Processing” status. Only ‘Other’ petitions and ‘Course Equivalency’ petitions with the Credit Adjustment Needed box checked are reviewed by someone in a Registrar role. All other petitions are fed into uAchieve after College Approval with no further review. This role may only process the petition; they may not change the approval status or withdraw the petition.

Questions?

Please email darshelp@sa.ucsb.edu