Data Access

This page is a work in progress.

In order to receive access to our data, units must establish an employee to serve as a “Data Security Administrator” (DSA) for i-card Programs’ data. A DSA is an an active employee (not extra help or a student) who is attentive and responsible; having a technical or leadership role is not required. This page outlines the process followed to establish and renew a DSA’s term for new or continued data access.

Establish a New Data Security Administrator

To establish a brand-new or changed Data Security Administrator, email i-card Programs’ Help Desk from your university email account. Tell us your unit name, what information it needs, and why that data is needed. We will reply to your email with any questions and provide you the needed form(s) and instructions.

Renew a Data Security Administrator Agreement

i-card Programs initiates DSA renewals for all its clients, and our requirements are uniform for all DSAs. However, until further notice, two methods are in effect.

  • Legacy applications. Most DSAs are notified by email from our Help Desk account in the month their term expires. Renewal agreements are recorded in PDF files.
  • New applications. Beginning in April 2024, DSAs whose user groups access our User Entry Reports and/or Request TCN applications are emailed automatically. DSAs who also serve users of our other applications and/or receive data from us by other methods use only the new applications renewal method.
Why have two renewal methods? Because we update our web applications in increments, apps are hosted in either the original, legacy security framework or a new framework. Eventually, all legacy applications will be moved to the new security environment and only an automated, April 30 renewal approach will be used.

DSA Term Renewal for New Applications

Part 1: DSA renewal

Estimated task time: 10 minutes

  1. Read our Terms and Conditions.
  2. Log in to our secure applications (https://icardapps.uillinois.edu) and select the Manage User Access application.
  3. Click on “My DSA Information.” Each user group that you manage is displayed. (Most DSAs currently manage only one group.)
  4. Click on the “Renew my access” button for your group(s). This action indicates you have agreed to our terms and conditions and it generates an email to your DDDH to act on your renewal request.

Part 2. DDDH’s renewal and approval

Estimated task time: 10 minutes

  1. Watch your university email inbox for an email from donotreply@uillinois.edu with the subject line “INSERTSUBJECTLINE.”
  2. Read our Terms and Conditions. Do not exit that page!
  3. Copy the Terms Agreement Statement text, provided after the conditions.
  4. Create an email from your university mail account.
  5. Paste the Terms Agreement text into your email, sign the email, and send it to icardhelp@uillinois.edu.

Part 3. Help desk reviews

Our Help Desk monitors a shared inbox for the receipt of both the DSA’s and supervisor’s agreement emails. We check that both are complete and correct. When all required information is present, we renew the DSA’s term, which extends it to April 30 of the next calendar year. An email record of each DSA renewal is mailed to the DSA, their DDDH, and to our Help Desk.

Part 4. DSA renews application access

Only the DSA’s application access is renewed when they renew their term! DSAs for colleagues who use our Request TCN or User Entry Reports applications must manage this access themselves, using Manage User Access. User documentation for Manage User Access is available at Link.

DSA Term Renewal for Legacy Applications and Other Data Access Methods

This renewal process is not automated.

Part 1: DSA and DDDH’s renewal tasks.

Our Help Desk emails a unit’s DSA about four work weeks before their term expires. We provide a new DSA assignment form for the DSA to read and sign.

  1. The DSA reads the included terms, signs and dates the PDF and forwards this form to their DDDH.
  2. The supervisor reads the included terms, signs and dates the agreement form as well. Either the supervisor or the DSA emails the signed and “co-signed” form to us.
  3. Help Desk checks the submitted form is complete and updates our records as needed.

Part 2: DSA renews or requests renewal of application access.

Only the DSA’s application access is renewed when they renew their term. The DSA is responsible for requesting renewed access to applications by emailing icardhelp@uillinois.edu a list of user UINs and names.

Some DSAs are permitted to use Manage Legacy Application Access so that can directly control user access, as follows:

  • Chicago and Urbana Campus Recreation DSAs may manage access to their unit’s DCR queries and Recreation Members applications.
  • Chicago Campus Recreation DSAs may manage access to their UIN Request and UIN Request Status applications.
  • DSAs for units whose queries do not display Social Security numbers may be permitted to manage their unit’s query access.

Contact icardhelp@uillinois.edu if you have any questions.

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