UCSD DSA Steps for non-UCSD Access Requests


Overview

The second part of the Access Request process, the UCSD DSA process.

Steps to Take

  1. If individuals who require access to the Kuali platform collaborate with a specific UC San Diego department (for example, Pediatrics), they must send a request to their department contact and copy the Office of IRB Administration (at irb@health.ucsd.edu) with the following, required information:
    1. First Name
    2. Last Name
    3. Email Address
    4. Justification for needing access to Kuali IRB (e.g., “I am a (non-UC San Diego entity) researcher (PI) that needs to submit applications to the UCSD IRB/I am a researcher")

2. The UCSD department and Office of IRB Administration staff will review your request.

    1. Account creation requests for a “Sponsored Affiliate” account and an AD account must be submitted by UCSD faculty or staff on the non-UCSD individual’s behalf. 

3. The DSA in the sponsoring unit receives the request for creating a sponsored account for a non-employee including the “required information” above, then does the following: 

    1. If the sponsoring unit is in Health Sciences: 
      1. The DSA will log into the Health Sciences IT Services Support Portal >https://uchealth.service-now.com  
      2. Navigate to the “Request Something” section 
      3. Click the "Affiliate or TES Temp User Access" link in the User Administration Requests - UCSD menu
      4.  
        1. If this link is not visible for the DSA, they should use the General Request Form instead DSA enters the name, email address and justification of the non-employee into the service request form and submits it When the request is fulfilled by Health Sciences IT, the DSA will receive an AD account name, password and email address for the non-employee

v. If the sponsoring unit is outside of Health Sciences: 

vi. DSA follows their usual process for requesting a UCSD AD Account and UCSD Email account and receives the AD account name, password and email address assigned to the non-employee 

b. If the sponsoring unit is outside of Health Sciences: 

i. DSA follows their usual process for requesting a UCSD AD Account and UCSD Email account and receives the AD account name, password and email address assigned to the non-employee

4. DSA Logs into MyAffiliates and checks to see if the non-employee already has an active Affiliate (e.g. AFFXXX) or Business Systems account (e.g. PEDXXX, MEDXXX, PHYXXX, etc.) 

    1. If an account already exists, the DSA insures it is active and configured as described below 
    2. New MyAffiliate Account Setup: 
    3. If a MyAffiliate or Business Systems account does not already exist for the non-employee, the DSA creates a new MyAffiliate account 
      1. Enter the AD UCSD email address into the "E-mail" field (do not use @health.ucsd.edu, @rchsd.org, etc.)
      2. Link the AD user name and the business systems (or MyAffiliate) together 

5. DSA securely provides the AD account name, email address, AD password and the following instructions to non-employee: 

Email Instructions

To help prevent unauthorized access to UCSD systems, all account holders are required to use two step login.  To setup your UCSD account with two step login, please follow the instructions on this page: https://blink.ucsd.edu/technology/security/services/two-step-login/index.html.  

After you have enabled two step login, you should be able to login to your UCSD email account following the instructions located here: https://blink.ucsd.edu/technology/email/tasks/web.html.  Please note it is recommended you setup email forwarding to send any email notifications sent to this UCSD address to your preferred email address. 

Once your UCSD account has been created, it can take up to 3 days to become active.