System Access for Staff, Faculty, and Persons of Interest - FAQ

System Access for Staff, Faculty, and Persons of Interest

To the extent possible, IS has automated the process by which employees are granted access to systems. Access is based on having an active assignment in PeopleSoft. All access begins on the first day of employment, however as noted below, employees and Persons of Interest (POI) may have access before the employment start date.

Requests for exceptions to the parameters described below require appointing authority and/or VP approval.

1. Staff (civil service and exempt) have access to Outlook and MyCWU up to 30 before start date with active job.
   1. Access is at the discretion of the appointing authority and VP/President.  Campus Solutions and/or Financial Management access may be granted on a case-by-case basis by the VP/President.
   2. Requests to grant additional access are submitted to IS via the Service Desk work order to ensure it is routed to the correct department within IS. The IS team member will confirm/coordinate with the data steward for the area to grant access.
   3. Access ends when job ends.

2. Tenure/Tenure Track faculty have access to Outlook, MyCWU, Canvas, and Campus Solutions up to 150 days before start date with an active job. 
   1. Access is at the discretion of the appointing authority, usually dean of the college.
   2. Requests to grant additional access are submitted to IS via the Service Desk work order to ensure it is routed to the correct department within IS. The IS team member will confirm/coordinate with the data steward for the area to grant access.
   3. Access ends when job ends.

3. Non-Tenure Track (NTT) Lecturers (including stipend coaches) have access to Outlook, MyCWU, Canvas, and Campus Solutions up to 150 days before start date with an active job. 
   1. Access is at the discretion of the appointing authority, usually dean of the college.
   2. Requests to grant additional access are submitted to IS via the Service Desk work order to ensure it is routed to the correct department within IS. The IS team member will confirm/coordinate with the data steward for the area to grant access.
   3. Access for Campus Solutions, Outlook, MyCWU, and Canvas ends *90 days after job end date.

4. Paid Person of Interest (POI) such have access to Outlook, MyCWU, Canvas, and Campus Solutions on the term prior to job start date.
   1. Access is at the discretion of the appointing authority, usually dean of the college.
   2. Issues with, or requests for, additional access are sent to IS by the department. IS will:
      1. Determine and correct errors or programming which prevented the POI from access.
      2. If no issues are discovered the request is forwarded to Terilee to create an account manually. Terilee communicates the account information directly to the user.
   3. Access ends *30 days after job end date.

5. Unpaid Person of Interest such as active duty ROTC cadre have access to Outlook and MyCWU up to 14 before start date with an active assignment.
   1. Access is at the discretion of the appointing authority and VP/President.  Campus Solutions and/or Financial Management access may be granted on a case-by-case basis by the VP/President.
   2. Requests to grant additional access are submitted to IS via the Service Desk work order to ensure it is routed to the correct department within IS. The IS team member will confirm/coordinate with the data steward for the area to grant access.
   3. Access ends when the assignment ends.

6. Running Start/CiHS/Cornerstone instructors have access to Outlook, MyCWU, Canvas, and Campus Solutions. Instructors gain access once their courses for the designated quarter/semester have been built within MyCWU and are assigned as the primary instructor for the class.

   If you have questions about this please contact the HSP office. 

• HSP Instructors get access to MyCWU and 30 calendar days prior to the start date built for their class.
• HSP Instructors keep access to MyCWU 14 calendar days after the end date built for their class.

For example: Class starts September 15, 2023 and ends December 8, 2023; an instructor will gain access on August 17, 2023 and end on December 18, 2023

The below diagram only applies to items 1 through 5 above