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Overview: authorisation policy institutional systems

On this page you will find all information regarding employee authorisation, for the UT institutional systems within the domain students and education.

General policy

The general UT policy is available as pdf download.

Authorisation procedure

This scheme and overview of steps explains how the authorisation procedure works.

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In order to be able to use the institution systems, within the domain student and education, as an employee, it is necessary to submit an authorisation request. The procedure in use for this is described below.

PROCEDURE AUTORISATION REQUEST

The image below shows the request visually. Then the steps are explained.

STEP 1. REQUEST APPLICATION

Applications can be made via the application forms on this website, which must be completed in full. By default, the team leaders of CES and within the faculties are permitted to request authorisations for employees. Employees do not request authorisation for themselves. There are different types of applications:

  1. Apply for system rights
  2. Change system permissions (when changing function)
  3. Extension system rights (in case of extension function)
  4. Revoke system rights

For most systems, all these type changes can be requested via the same form.

STEP 2. CHECK REQUEST

Business Information Management of the institutional systems within the domain student and education (CES-IM) checks the received application. The following mathers are being checked:

  • Is the application complete and clear
  • Are not too many authorizations (too much organizational units, faculties or profiles) requested in relation to the work to be performed?
  • The applicant is authorized to make such requests
  • In the event of changes, it is checked whether the old authorizations are still necessary (change or extention).

This check is performed using standard authorization matrices. This shows, per system, which company roles are given which system rights. If in doubt or if in disagreement with the application, the applicant will be consulted.

STAP 3. CONTINUE APPLICATION REQUEST

When CES-IM has approved the application, the application is entered in the appropriate application. All authorisations of the university are assessed and managed through this application. Why are we doing this? To make the work of the administrators easier, especially for the periodic inspection. And to comply with the GDPR guidelines.

STAP 4. APROVE APPLICATION REQUEST

The GDPR legislation and the UT authorisation policy prescribe that only authorisations may be granted after aproval of the manager of the employee concerned. Therefore, this manager is asked to approve the authorisation before the authorisation is granted.

STAP 5. EXECUTE APPLICATION REQUEST

LISA application management implements the authorisations in the systems and reports back to CES-IM.

STAP 6. FEEDBACK TO APPLICANT

Once the application has been processed, CES-IM will contact the applicant to inform that the application has been processed.

code OF CONDUCT

All employees who are authorised to use the institutional systems within the domain of student and education, are expected to observe the code of conduct for the use of these systems.

code of conduct

Code of conduct for institutional systems within the domain student and education (in Dutch) are available as pdf download.

Authorisation application forms