Information Custodians

The role of Information Custodian (IC) is to grant access to eVision and dataviews. The full role description for Information Custodians (ICs) can be found here. The role of the IC reflects  the growing emphasis on data protection and information security.

Update: 29 March 2017

Improvements have now been made to the Information Custodian functionality following the feedback the Student System Support Centre (SSSC) received from eVision users.

Reminder

As an Information Custodian (IC), or deputy IC, it is up to you to ensure that individuals with access to your data are thoroughly reviewed and that access is granted only to the appropriate people and is pertinent to that person’s job role. Please do spare some time to check that access provision continues to be relevant and is maintained throughout the year. 

FAQs

Please contact the Student Systems Support Centre if the FAQs do not answer your query.

General

General

What is the role of the Information Custodian?

Each department and college of the collegiate University who uses student systems will nominate an Information Custodian (and deputy) who is responsible for ensuring that student systems data is managed in accordance with the Data Protection and Information Security policies and guidelines. They will need to ensure that staff with access to their data only have access to student systems data that is pertinent to their job role(s), and that sensitive data is only accessed by appropriate individuals.

A complete role description can be found here on the Student Systems website.

What should I tell my Information Custodian if I want access to eVision?

It would help your Information Custodian if you told them your Single Sign On (SSO) identification and the type of administrative task you wish to complete. Sometimes, it can really help if you know of another member of staff within your college/department/faculty/division who has the type of access you need. Your Information Custodian can check their access and give the same to you.

Who is my Information Custodian?

A list of all Information custodians can be found online. List of Information Custodians.

How do I appoint or remove an Information Custodian?

To appoint a new, or amend an existing, Information Custodian - the Head of the affiliation (e.g. Head of Department, Head of House etc.) must contact the Student Systems Support Centre with details of the change. The following details must be included: Full name of person to be appointed/removed as Custodian; affiliation; dates with effect from and to; email address of person to be appointed/removed as Custodian.

I am an Information Custodian but I can't see the Information Custodian options in the Access and Support area of eVision

It may be that you are not properly designated as an Information Custodian in SITS:Vision. Please contact the Support Centre to help resolve this issue.

I am an Information Custodian, how do I grant someone access to eVision?

Access can be granted by going to the 'Access and Support' menu in eVision and choosing the 'Add or remove specific eVision access' link. 

As an Information Custodian I have added an eVision role but it is not active for the member of staff, why is this?

The access you have added access that requires either mandatory training or requires further authorisation. If training is required, the staff member will be contacted by Student Systems Training to arrange training. After successful completion of training, the access will become active. If further authorisation is required, a request is immediately sent to the authoriser (typically a member of staff in AAD central administration team(s)) to authorise the access. You and the member of staff will receive an email notification as soon as the access has been approved and it will be active immediately. This authorisation is usually completed within one working day. 

Why do I have to agree to the 'terms and conditions' of being an Information Custodian upon first use of eVision and every year thereafter?

It is critically important for Information Security and Data Protection that the Information Custodian understands and acknowledges their key role in managing data. The 'terms and conditions sign up' are intended to serve as a reminder for Information Custodians.

Where can I find out more about online and information security?

The following web links might be useful to you:-

How do I grant a user access to Tableau Reports?

Information can be found on the Student Data Management & Analysis web pages.

I have been asked, as an Information Custodian, to add SITS:Vision access to someone in my affiliation - how do I do this?

This is a simple process, using the SSP SITS Access Request form in Sharepoint, please refer to the SITS:Vision access webpages.

I am about to request access to SITS:Vision but I have no idea which 'environment' to ask for. How do I know which one to request?

There are many versions of SITS:Vision, different versions are used for different purposes e.g. development work, testing the system, live use of the system. Typically you will need to use SITS:Vision LIVE environment unless you are instructed otherwise. If you are still unsure, contact the Support Centre.

What are User Groups for SITS:Vision?

User Groups control access to specific parts of the SITS:Vision system. If you have access to SITS:Vision, or are requesting access for someone as an Information Custodian, then a single User Group will apply. When requesting access to SITS:Vision, sometimes it can really help if you know of another member of staff within your section who has the type of access that is needed. Knowing what type of ‘User Group’ to belong to will help give the appropriate access within SITS:Vision. Don’t worry if you don’t know this – the SSSC will help identify it. Contact the Support Centre if when completing the SITS:Vision Access Request form you are unsure of what User Group to request.

Colleges

Why am I seeing red text and/or an exclamation mark?

Where a staff member has a different affiliation permissions for the college are marked in red and/or an exclamation mark.

I have set a person up with permissions to my college; why can’t see the access they need in eVision?

The user can check their own permission status in eVision or you can check it as the IC. The permission may not immediately be visible to the user because the permission requires secondary sign-off or training needs to be completed. The user will receive an invitation to training where appropriate or available courses can be checked on the Schedule page.

What should I enter in a ‘Reason for Access’ field?

You have chosen a responsibility that requires ‘secondary sign-off’ and also requires a reason for the access being requested (e.g. ‘disability info- read only’ access). You should enter a justification for why the person requires this access which should expedite the sign-off process. 

Division/Department/Faculty

Why am I seeing red text and/or an exclamation mark?

Where a staff member has a different affiliation permissions for the division/department are marked in red and/or an exclamation mark.

What should I enter in a ‘Reason for Access’ field?

You have chosen a responsibility that requires ‘secondary sign-off’ and also requires a reason for the access being requested (e.g. ‘disability info- read only’ access). You should enter a justification for why the person requires this access which should expedite the sign-off process.

I work in a division or department with sub-departments; how do I know which department to choose?

You can run the ‘Programmes’ dataview and check the ‘Administering Department’ column to help with this step. Alternatively, you can contact the Student Systems Support Centre for assistance.

I have removed someone’s access, but they continue to see the permission. Why is this?

If you work in a division or a department with sub-departments, this may be because the permission was added multiple times for a given department. This will mean that the permission will need to be removed multiple times before it is fully removed from the user’s list of permissions.  Alternatively, you can contact the Student Systems Support Centre for assistance.

I have set a person up with permissions to my department; why can’t see the programmes they need access to in eVision?

The user can check their own permission status in eVision or you can check it as the IC. The permission may not immediately be visible to the user because the permission requires secondary sign-off or training needs to be completed. The user will receive an invitation to training where appropriate or available courses can be checked on the Schedule page. Or, if you are an IC for a department/faculty/division with sub-departments, then it is possible the programme is affiliated at a different level from the one allocated. To check this, please run the ‘Programmes’ dataview and check the ‘Administering Department’ column. Alternatively, you can contact the Student Systems Support Centre for assistance.