Access security is a part of our everyday work. The Application Security Liaison (ASL) team is a part of the Information Technology Services (ITS) division at Queens College. Access is granted by provisioning role(s) to a person. The unique identifier that is used to provide access is your EMPLID. Access may require campus-level approval, central approval, or a combination of those. Role provisioning can be performed by the campus ASL team if the role is not restricted and by the Central ASL team if the role is restricted (indicated on the form). Central approvals and role provisioning require a ServiceNow ticket. All security forms can be found on the following CUNY website: CUNYfirst (PeopleSoft) Security.

A Business Process Owner (BPO) is a person that will be able to answer questions about the required roles needed to complete a form. The BPO is responsible for acquiring all approvals before submission to the ASL team and starts the access request process. In the case where Central Office approval is required, the BPO will coordinate to attain approval. Each form will require managerial approval and the correct approver for the roles needed. Users will not be able to request access for themselves. The BPO will be able to assist you in making sure the proper approvals are received. In reference to approvals, please note the following: Approvals in Absence of Written Signature: In the absence of written signatures, approval guidelines for requesting CUNYfirst-related access have been updated. The current process accepts email approval from Campus and Central Access Approvers from a CUNY email address. It is now also acceptable for a Manager/Supervisor to authorize an employee’s access request via email.

The timeframe for approvals is based on the workload of the BPO and corresponding approvers. Approvals are reviewed during regular auditing periods, as such, access forms must be reviewed carefully before approval is provided. Each BPO can be contacted for an urgent access request to expedite processing. Fully approved access requests will have role provisioned within 5 business days of receipt by the ASL team.

In addition, employees can now accept the CUNYfirst Confidentiality Statement via Employee Self-Service instead of requiring an employee’s signature. After accepting the Statement, a 10-character Agreement Code will be generated that can be added to any CUNYfirst Access Request form and will be accepted in lieu of a signature. For detailed information, please review: Guidelines In Absence of Written Signatures.

The workflow for security forms begins after the person hired has been processed via the ePAF (electronic Personnel Action Form) process. If the hire is from another CUNY institution and they have not been properly off-boarded, the former institution’s ASL team must remove access before access at Queens College can be applied. The Security form workflow is as follows: