How to Add or Remove a Faculty Success Administrator

Overview

Administrative access in Faculty Success is controlled through security roles and managed by the technical team. Institutions cannot directly grant or remove administrator access within the application. A current administrator must submit a General Work Request for any changes to administrative roles. This article explains how administrator roles are defined and how to request administrative access changes.

How Administrator Roles Are Defined

Administrator roles in Faculty Success are defined by system-level access. The type of administrator is determined by the menus and configuration tools available to the user.

• Faculty Success Administrator: Has access to the Work Request utility under the Tools menu.
• Reviews, Promotion, and Tenure (Workflow) Administrator: Has access to Configuration under the Workflow menu. To learn more, visit Workflow Administrators.

For additional details about security roles and standard permissions, refer to Common Additional Security Roles

Managing Administrators 

Administrative access changes require the submission of a General Work Request by a current administrator. Use the sections below to learn more about requesting the addition of a new administrator or the removal of an existing administrator.

To learn more about general work requests, visit Overview of Work Requests. 

Adding a New Faculty Success Administrator

Before You Begin

• The new administrator must already have a user account in the system.
• If responsibilities are being transferred, coordinate timing before submitting the request and contact your Client Success Manager for introductions. 

If the account has not been created, first complete the steps in Creating User Accounts before proceeding to Submit a General Work Request. 

Submit a General Work Request 

A current administrator must submit the request by following these steps:

1. Navigate to Tools. 
2. Select Work Requests.
3. Select General as the Work Request type. 
4. Click on Continue. 
5. In the work request provide the following details: 
   • Username of each account requiring administrative access.
   • Indicate whether the account requires access to Reviews, Promotion, and Tenure (Workflow).
   • If responsibilities are being transitioned, specify the date administrative access should be removed from the previous administrator.

Removing a Faculty Success Administrator

When an administrator leaves the institution or no longer requires administrative access, another current administrator must submit a general request to remove their administrative security role.

Note: You cannot disable a user account while it retains an administrative security role. A current administrator must submit a general work request to have the role removed before the user account can be disabled.

Submit a General Work Request

A current administrator must submit the request by following these steps:

1. Navigate to Tools. 
2. Select Work Requests.
3. Select General as the Work Request type. 
4. Click on Continue. 
5. In the work request, provide the username for each account from which the administrative security role should be removed.

Multi-Administrator Setups

If your institution has multiple administrators, the system applies the following default behaviors:

• Data Access Message Display
  • For activity screens that include Data Access Settings, Descriptors, or Restrictions, the system displays a message at the top of the screen referencing the first administrator listed in the system. To learn more, visit Data Access Settings, Descriptors and Restrictions.

Note: The system automatically determines the “first listed administrator” alphabetically by last name. The listed administrator name may not be changed.

• Contact Us Emails
  • System-generated emails are routed to the first administrator listed alphabetically by last name.
  • If you need a different recipient, submit a General Work Request specifying the preferred email address.
• Work Request Visibility and Editing
  • All administrators can submit new Work Requests and view requests submitted by other administrators. 
  • Administrators can edit only the Work Requests they personally submitted.