REGIS-ManagingAccess

Note from the Registrar:

Please note that the Registrar’s role is to Grant Controller access to the Top Level Deans of each school.

The Deans are responsible for granting and revoking privileges to Department Chair(s) and other Department administrators under their purview.

The Department Chair is responsible for granting and revoking  privileges to department administrators, faculty and GAs/TAs.

It is vitally important to ensure student confidentiality and that Deans and Department Chairs/Administrators monitor the granting and revoking of privileges for authorized personnel only.

 

To Grant privileges for a Dept. Chair, Dept. Administrators, Faculty, Instructors or Graduate Assistant (GA):

Note: In order to access REGIS the employee's HR documentation must be complete. If a new hire or 10 month faculty/staff is having problems logging into REGIS please verify that the individual's NetID and password is correct, and that their HR role has been appropriately set by UHR.

First log into the REGIS system.
Then across the top of the REGIS on-line application click the “View & Grant/Revoke Privileges” tab.

On the View & Grant/Revoke Privileges tab:

A list of courses that the currently logged in user has access to will be displayed.

To find an eligible Rutgers employee:

  • Scroll to the bottom to the “Search Course Access Privileges” section.
  • Enter the NetID OR Last Name (AND/OR) First Name of the user requiring access.
  • Click the Search button.

 

In the Grant Course Access Privileges to <Name> area:

Part 1. (is for identifying the exact course to be accessed by the individual)

  • Select the Semester from the drop down menu.
  • Enter the Year in which the course will be given.
  • Enter the entire course number starting with:
  • Unit (the school offering the course)
  • Subject (the department code offering the course)
  • Course (the code for the distinct course)
  • Section (if there are multiple sections taught by different instructors, enter the distinct section to be granted to the individual
  • Supplement (some courses have supplemental codes such as NB, NK, etc.)

Part 2. (Is for selecting the type of Course access the individual will have on the roster).
Select the Role to be granted according to the individual’s role in the department regarding management of  class rosters. A brief description of each “Role” is provided.

  • Read Only - View and download class rosters
  • Grader - Grant/revoke read only privileges, grade class rosters and request grade changes
  • Manager - Grant/revoke read only, grader, and manager privileges (can not grade class rosters or request grade changes)
  • Controller - Grant/revoke read only, grader, manager, and controller privileges (also can grade class rosters and request grade changes)
  • Advisor - Grant/revoke advisor privileges

Click Grant Access Privileges button.
The system will refresh and a message indicating changes were successful will appear at the top of the page.

*NOTE: It is the responsibility of the department to “Revoke” access to rosters from department members who are no longer with the unit.

 

In the Grant Grade Change Approver Privileges to <Name> area:

Part 1. (is for identifying the exact course or range of courses the administrator will review Electronic Grade Change submissions for.)
Enter the entire course number starting with:

  • Unit (the school offering the course)
  • Subject (the department code offering the course)
  • Course (the code for the distinct course)
  • Section (if there are multiple sections taught by different instructors, enter the distinct section to be granted to the individual
  • Supplement (some courses have supplemental codes such as NB, NK, etc.)

Part 2. (Is for selecting the type of Grade Change Approver access the individual will have on the roster).
Select the Role to be granted according to the individual’s role in the department regarding management of  class rosters. A brief description of each “Role” is provided.

  • Dept Chair Approver - can request grade changes and approve grade changes requested by Graders and Controllers
  • Dean Approver - can change grades and approve grade changes requested or approved by Department Chairs
  • Registrar Staff Approver - can create grade changes and approve grade changes requested by Graders, Controllers and Department Chairs
  • Grade Change Guest - can view Pending and History grade changes

Click Grant Access Privileges button.
The system will refresh and a message indicating changes were successful will appear at the top of the page.

*NOTE: It is the responsibility of the department to “Revoke” access to rosters from department members who are no longer with the unit.

 

To Revoke privileges from an individual no longer in the department:

After logging in, click the View & Grant/Revoke Privileges tab :

A list of courses that the currently logged in user has access to will be displayed.

To find an eligible Rutgers employee to revoke privileges from:

  • Scroll to the bottom to the “Search Course Access Privileges” section.
  • Enter the NetID OR Last Name (AND/OR) First Name of the user whose access will be revoked.
  • Click the Search button.

The page will refresh and display “Revoke Privileges From <NAME>”. 
Then below this heading, the list of rosters the user has access to will be displayed.

  • Click the check box next to each roster for which access will be revoked.
  • Click Revoke Access Privileges button.

The system will refresh and a message indicating changes were successful will appear at the top of the page.

When finished Granting/Revoking privileges to class rosters, please do not forget to click Log Out at the top right corner of this on-line application.