Please read our guidance before starting your application for access to EUCLID, BI Suite and other student systems University academic and administrative staff who require access to applicant or student record data must use this process to request access.Separate procedures exist for:Tutor accounts for student attendance recordingExternal Supervisor accountsExternal Examiner accountsHow to applyAccess requests must be made using the 'Apply for a Student Systems Staff Account' form.You must be logged into your staff-like desktop in order to complete the form. If you are both a student and member of staff, please log into your staff computing account before opening the form.On opening, the application form will ask for your University desktop username and password. Please see Information Services' guidance if you require help with your University login.Please enter your details correctly. Typing ‘n/a’ or ‘unknown’ in a field could delay your access request being completed.A senior member of staff must approve your application before it can be actioned. You must provide their UUN before you can submit the form.Apply for a Student Systems staff account (requires University login)GuidanceStep one: add your personal detailsComplete all ‘Personal Details’ fields.Enter the UUN of the senior staff member who will approve your application.Your School or College may have staff designated to approve access requests. Please check with your line manager who should approve your application.Step two: confirm your compliance with the University's policies and regulationsThe form will prompt you to visit six links to guidance and policy information.Please ensure that you have read and comply with the University’s guidance on data protection, security and disclosing student information.Step three: select your role optionsPlease discuss your access requirements with your line manager before completing this section.Role descriptions are provided in the role options in the access form. To find out more information about any of the roles simply hover your cursor over that role.Step four: review your applicationYou can review and amend any information before you send your application for approval.On submit, your application will be sent to your approver for consideration.If your application is rejected, your approver will explain why.Step 5: completing your applicationOnce approved, your application will be sent to the Student Systems team for processing.We will write to advise when we have completed your account set up.Approval processTo gain access to our systems and software, your application must comply with a number of criteria.A senior member of staff must approve your application, which our team will, acting on behalf of the University, accept or refuse.You must be a University of Edinburgh employee who is either under a contract issued by Human Resources or designated as an associated staff member.You must require access to student data held in our systems in order to do your jobAccess for students who are also University staffIf you are both a student and University employee, you can apply for a staff account in cases where a data protection impact assessment (DPIA) has been completed and approved for your role and your job title is:identified in a EUCLID business requirements documentattached to a programme or course that requires access to our systemsattached to a student group that requires access to our systemsFurther information on DPIAs is available on the Data Protection website.Requests for access for staff roles held by students without an approved DPIA will be rejected and we will write to the approver or line manager to explain the reasons.Apply onlineOnce you have read through our step-by-step guidance and are confident that you fit our selection criteria, apply online for access by clicking on the link below.Apply for a Student Systems staff account (requires University login authentication)View your application statusYou can view the status of any previous or outstanding applications online.View the status of your application for a staff account (requires University login authentication)Related linksVisit our page on approving an account applicationVisit our page on policies and regulations This article was published on 2024-07-29