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Computer Access Request (CAR)
UAAF
Check Out Tool

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The Computer Access Request (CAR) form is used for initial access to UT Dallas computers (Staff, Faculty, Guests and Contractors) or if any additional access to computer resources is needed. UTD Students will automatically have computer access if they are current students. UTD Students need CAR forms for additional access such as departmental resources, administrative applications and web development.

CAR

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The UAAF form is a supportive document to the CAR form for all New Staff, New Faculty, Guest, Contractors, UTD Students who no longer attending the university but need computer access. It is also required for Staff or Faculty who are terminating employment and students who are leaving the University but still need computer access. Staff, Faculty, and Students MUST still be affiliated with UTD for access.

UAAF

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The Check Out tool is used remove or adjust access on Terminations, Transfers or Retirements. A Check Out is required for ALL Staff, Faculty, UTD Student Workers, Guests, and Contractors that have/had computer access. If a department has submitted a CAR form for Student Semester Limited or Student Sponsor Limited, you can use the Check Out tool to have that access terminated.

Check Out Tool

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CAR - Computer Access Request

Please contact Provisioning and Access Control at x6880 for any questions about CAR forms. Please send forms to Mail Stop ROC 20. CAR Forms are NOT accepted via email. You may fax them to X2625 as long as you also send the original forms via campus mail.

General Information

• Please allow minimum of three business days for processing. We do NOT process forms marked "RUSH" any faster than normal. New users may take two weeks, and require a UTD-ID be generated by HR.
  
  
• Please make sure forms are accurate and have all necessary signatures. Incomplete or inaccurate forms will delay processing.
  
  
• PLEASE indicate Transfer on the CAR form if users are transferring from another department to yours.
  
  
• Do NOT indicate to set up user like another user. Please specify what access is needed.
  
  
• Do NOT print or fax double sided.
  
  
• Do NOT send CAR and/or UAAF forms to HR.
  
  
• Do NOT send CAR and/or UAAF forms via E-Mail.
  
  
• If requesting additional access to resources, such as an email folder, for multiple users, attach a list of all users with their NetID and full name on a separate page.
  
  
• Expiration dates
  • Students accounts expire at the end of each semester. February 1, June 15, September 15.
    
    
  • Staff and Faculty accounts usually expire September 15.
    
    
  • Guests and Contractors will expire on the date supplied on the UAAF. We will NOT put a date more than a year out, so do NOT submit forms with expiration dates of two or three years from now. Sponsors can renew the account shortly before its expiration date.
  
  
• CAR forms are NOT used to gain access to the following:
  • FCM
  • Galaxy
  • Gemini
  • HCM
  • Onbase
  • Orion
  
  
• Form "Computer Account Request Form" can be found on UT Dallas Forms page. PLEASE use the lastest forms. Do NOT save a copy and reuse it.
  
  

Form Information

Sponsor	Should be a designated sponsor in the same department as the user requesting access. (Are you requesting access that is within your Department / School and/or common university access?) Outside of department requests, such as access to other Department/School controlled objects (ex- G: drives), must be approved by the Department/School that is responsible for the requested resource. Do not enter a sponsor of that department. Enter the same sponsor as previous forms for the user requesting the access unless the sponsor is changing. The Sponsor is the person who will be responsible for the user that is getting UT - Dallas Computer Access. For New accounts, this person may be notified when HEAT tickets are opened. For Continued access this person will be notified when the account is about to expire. Most Staff and Faculty accounts expire on Sept 15 of each year. Student worker accounts will expire at the end of each semester. Valid Sponsors Assistant / Associate Dean of --- Assistant Vice President (Asst VP) Assistant / Associate Director of --- Dean of --- Director (Dir) of --- Endowed Chair Faculty Manager President Vice President (VP) Some users who may not fit the list above have been approved as sponsors.
Contact Information	Enter the information of person to contact with questions or to verify the user that needs access. Also is the person who will be contacted when UTD-ID has been created and user can setup their account for new users.
User's Name	Please enter the user's full legal name. Do NOT enter nicknames on forms for New Users. If submitting a form for multiple users to gain access to one item, list the name for the main user needing the access.
User's Birth Date	For ALL new users, Birth Data MUST be on forms
User's UTD-ID or SSN	Only the UTD-ID or SSN is accepted in the "Users UTD-ID or SSN" field. We do NOT accept driver license numbers, passport numbers. At this time, we also accept UT Arlington and UT Tyler Employee IDs. It should be a 10 digit number.
User's UTD Department	The Department field must be a VALID HR department. Do NOT enter groups such as Tx Ace, Student Organization, etc.
Callier and CBH	This is used to indicate the user works at the locations in Dallas and not on main campus in Richardson.
User's Job Title	Enter HR Job title if the user is employed. If not employed, enter Title for user, i.e.- Visiting Scholar.
User's Phone	For Staff, Faculty and UTD Students, enter their UTD work phone number or the UTD number they can be reached out. Leave blank otherwise. We do not want NON UTD numbers.
User's Mail Stop	For Staff, Faculty and UTD Students, enter their UTD Mail Stop. Leave blank if they do not have a UTD Mailstop. Format: AbbreviationNumber (No Spaces) The following is a list of abbreviations for the mailstop. AB AD AS AT BE CBH CD CN CR EC FA FM FO GC GR HH JO MC MB PD RH RL ROC SB SG SM SSB SU VCB VP WS WT
User's Room #	For Staff, Faculty and UTD Students, enter their UTD Building and Room #. Leave blank if they do not have a UTD Room #. Format: Abbreviation Room# (Use space for two character abbreviation, no spaces if three characters abbreviations. Example: AD 1.001 or ROC1.101 The following are abbreviations for the buildings: 911 AB AD AH1 AH2 AS ATC BE CAR CB CB1 CB2 CB3 CBH CCY CD1 CD2 CD3 CD4 CD5 CD7 CHE CL CM CN CO CR ECN ECS EP FA FM FMC FMS FN FO G1 G4 GC GR HH JO MAF MC NB NL PD RH1 RL ROC S6 S7 S9 SB SG SL SLC SOM SSB SU TH VC VP WTC CD1 1A.nnn 1B.nnn 1C.nnn CD2 2j.nnn CD3 3d.nnn CD4 4e.nnn CD5 5f.nnn CD7 7h.nnn
Type of Account	Faculty - HR Job Group Code (F,G,H) Staff - HR Job Group Code (A,B,C,D,W,X,Y) UTD Student Employment Limited - Current Students who are getting paid. HR Job Group Code (S,T,Z) UTD Semester Limited - Current Students UTD Sponsor Limited - Current Students Contract Guests (does not fit above) - users who do not fit one of the account types above
Level of Access	Most users will need Standard Access. Standard access will allow users to use a computer on campus. Mark the Exchange E-Mail box if user needs MS Outlook or needs to be able to send/receive encrypted emails.
Student RA/TA	Please indicate if the user is a Student Worker who is a Research Assistant or Teacher Assistant
Admin Applications	Access to Admin Applications is no longer requested via CAR forms. Orion Access - Orion access is NOT requested through CAR forms. Users need to attend training before receiving this access. Upon completion of the required training, the trainer will send the request to the ORION Security team to set up the account. Classes are scheduled periodically to address navigation, registration, and the Faculty Center. http://orionhelp.utdallas.edu/GeneralTraining/TrainingCalendar.htm FCM Access - Chartfield Security and Financial Role requests must be made directly to the Finance Department at FMS-Finance@utdallas.edu by your Fiscal Officer or chief administrative assistant. HCM Access - Requests for access must be directed to the Human Resource Management Department by your department head.
Other Applications	Indicate on form for access to following if need. They also require signature from the owner. Online Graduate Program/System Request need to go to the Graduate Deans Office. They may fill out the form for you. If they fill out the form, request they send the form to you prior to sending it to PAC team. Make sure the sponsor is NOT from the Graduate Deans Office. The Graduate Deans Office should have signed the approval. Raiser's Edge Access / Blackbaud Requires Additional Signature from the Development Office Onbase (Imaging) Requests - No longer requested via CAR forms - They are now requested via JIRA For the following departments, send OnBase access requests via email to EMTech@utdallas.edu with the Name and NetID of the user requesting the access and what level of access is needed. All Academic Departments Admissions Enrollment Services Financial Aid Register Office For the following departments, you will need to contact your department’s OnBase management team. The team member will submit a JIRA ticket to add you to the OnBase user group(s). Your management team will receive a notice from the JIRA system when the ticket is completed. AIS Human Resources Management Information Security Office of Development
Additional Information / Other	NOTICE: As you are filling this section out, the more text you enter will automatically decrease the font size. If the font size gets to small and hard to read, please create an attachment with the requested information. Confluence By default, all users with a UTD NetID have public access. Non public Space can be requested by listing the Confluence Spaces in the "Additional Information / Other" section. Department Drive access. Some call it the G: drive. Some departments have more than one "drive" that maps to G:. Please specify the name of the department drive. It will be above the path "\\campus\utd\deptdrives\" when you are looking at drive in My Computer or Computer. The example here is for the security drive. Specify read only or read/write/modify access. JIRA (Professional Issue Tracker) List the JIRA Projects in the "Additional Information / Other" section. Bulletin Board (Group access mail) Specify Create New Bulletin Board or Access an Existing Bulletin Board. List Board(s) you want to create or access. Endpoint Encryption Encryption for Files & Folders is required to be submitted on CAR forms. Laptops with Encryption version prior to 6.0, need to be upgraded to update or add users. Exchange Public Folder Specify Create New Public Folder or Access an Existing Public Folder. List Folder(s) you want to create or access. Group Membership / Share List Group Membership / Share Lab Access Access for those who need to maintain a Lab. List Lab Room Number(s). Also list any group resources needed to access the lab. Example, opnear unix group is needed for the opnear lab. Listserv (Mailing List) Specify Create or Access List them Listserv is: When e-mail is addressed to a LISTSERV mailing list, it is automatically broadcast to everyone on the list. The result is similar to a newsgroup or forum, except that the messages are transmitted as e-mail and are therefore available only to individuals on the list. LTS Group on OSPAx (Logistics Tracking System) Provide any detail on what is needed Server Access Access for those who need to manage a server. List Server(s) Student Auditor List Class(es) that will be audited Special Drives and/ or folders Specify read only or read/write access List Drives and/or Folders Web Site Create/Access Specify Create or Access Specify URL.
Signatures	Forms must be signed by the user and an authorized person. Usually forms are signed within the same department unless requesting approval of other department resources. The following table lists titles of personnel who are authorized to sign. Also, the authorized person who signs the form may not be the same as the sponsor. Assistant / Associate Dean of --- Assistant Vice President (Asst VP) Assistant / Associate Director of --- Dean of --- Director (Dir) of --- Endowed Chair President Vice President (VP)

UAAF - University Access Authorization form

Please contact Provisioning and Access Control at x6880 for any questions about UAAF forms. Please send forms to Mail Stop ROC 20.

General Information

• UAAFs are required with CAR forms for the following
  
  
  • New Staff without a UTD-ID
  • New Faculty without a UTD-ID
  • Guests
  • Contractors
  • UTD Students who are no longer a student but still need access to computer resources. They MUST still be affiliated with UTD for access.
  • UTD Students not registered for a semester and fall under one of the following circumstances:
    • PhD student who has been officially admitted to PhD Candidacy at UTD
    • Masters student conducting original research for a thesis or portfolio
    • UTD Student with an incomplete
    • Beginning McDermott or Clark Scholar
  • Staff or Faculty who are terminating employment and need computer access. They MUST still be affiliated with UTD for access.
  
  
• UAAFs purpose without a current UTD-ID
  • Comet Card (with/without door access). It is used to get the UTD-ID.
  • Keys or Parking (The UAAF is NOT used to get Keys or Parking. It is used to get the UTD-ID needed to get Keys or Parking.)
  • Get computer access before HR paperwork is complete. It is used to get the UTD-ID.
  • Get computer access for Guest or Contractors. It is used to get the UTD-ID.
  
  
• UAAFs purpose with a current UTD-ID
  • Extend computer resources for Staff or Faculty leaving UTD-ID. They MUST still be affiliated with UTD for access.
  • Extend computer resources for UTD Students who are no longer a student but still need access to computer resources. They MUST still be affiliated with UTD for access.
  • Extend computer resources for Student with an incomplete.
  • Reactivate computer access for Guest or Contractors.
  
  
• When requesting Comet Card, Cost Center is required.
  
  
• The University Access Authorization Form (UAAF) can be found on the UT Dallas Forms page. PLEASE use the lastest forms. Do NOT save a copy and reuse it!
  
  
• Library Access Renewal: Renewal (Visiting Scholars only) for library access can be sent directly to the Library after the initial form is sent to the PAC team. Library access for Visiting Scholars is granted by the semester. Send renewals for Visiting Scholars by fax to the library at x2473 or send them to Debbie Gilbert-Stadigh at MC33.
  
  
• New or Replacement Comet Cards: Requests for New Comet Card (after user has been here for several months) or replacements can be made via the "Comet Card Request for Faculty/Staff" form found on the UT Dallas Forms page (under General).
  
  
• The UAAF is NOT used to get Keys or Parking. It is used to get the UTD-ID needed to get Keys or Parking.
  • Keys: "Key Request Form" can be found here Forms page (under General)
    
    
  • Parking: Parking Page

Form Information

Contact Information	Enter the information of person to contact with questions or to verify the user that needs access. This is also the person who will be contacted when UTD-IDs have been created for new users.
User's Name	Please enter user's full legal name. Do NOT enter nicknames on forms for New Users. If submitting a form for multiple users to gain access to one item, list the name for the main user needing the access.
User's Gender	Enter the user's gender. It's required when creating the UTD-ID.
User's Phone	For Staff, Faculty and UTD Students, enter their UTD work phone number or the UTD number where they can be reached. For all others, enter their main contact number. Contact number is needed by other departments.
User's UTD-ID or SSN	Only UTD-ID or SSN is accepted in the "Users UTD-ID or SSN" field. We do NOT accept driver license numbers, passport numbers. We also accept Employee IDs from UT Arlington and UT Tyler. It should be a 10 digit number.
User's Birth Date	For ALL new users, Birth Date MUST be on forms
User's Local Address	We MUST have an address for all New Users.
User's Permanent Address	Use this if not same as Local Address.
Classification of Access	University Affiliate/Visiting Scholar/Guests/Contractors, select the appropriate Job Code. Also make sure to select University Affiliate/Visiting Scholar/Guests/Contractors below the Job Code. N00001 - Faculty Guest N00002 - Research Guest N00003 - Campus Visitor N00004 - Contractor / Consultant N00005 - Staff Guest N00006 - Student Visitor Please indicate the appropriate classification.
Access Required	If requesting Comet Card, you must enter Cost Center
Misc Items	This form is NOT used to get Keys or Parking. It is used to get the UTD-ID needed to get Keys or Parking.
Signaturs	Forms must be signed by the user and an authorized person. The following table lists titles of personnel who are authorized to sign. Assistant / Associate Dean of --- Assistant Vice President (Asst VP) Assistant / Associate Director of --- Dean of --- Director (Dir) of --- Endowed Chair President Vice President (VP)

Check Out Tool

• Check Out Forms are required for ALL Employees, Guests, and Contractors who are no longer part of your department, including transfers, even for current students who leave University jobs. Students do not need to return their Comet Cards unless they are completely leaving the university. Student computer accounts will be dropped to their student computer access rights, removing all employee access.
  
  
• Please make sure select the correct type of Check Out, especially on Transfers.
  
  
• Email CANNOT be forwarded! When an employee leaves the University, the department can request that a bounce message be put on the mailbox telling the sender that the mailbox is closed and asking them to resend their mail to another address.
  
  
• Has all relevant business email been saved to a Personal Folder and exported to the department?
  
  
• Have all business files been retrieved off the employee’s hard drive/H drive and moved to some place the department can get to them? University policy states that computers should be completely reformatted before being given to another employee
  
  
• Needed information on checkout comments, If user has exchange Email (Outlook), please indicate specific resources to be removed, i.e. resources they manage, like conference rooms,or calendars and delegations to them.
  
  
• Link to Tool https://isapps.utdallas.edu/CAR/CCU_loginform.cfm

Check Out Tool Process

Over view of Check Out process:

1. Create a Check Out form in the online tool.
2. Approve the Check Out form. Make sure you verify dates.
3. Handle any emails from departments needing action, such as the Key Shop telling you your former employee has Keys or the Comet Card Office telling you the employee’s Comet Card has not been returned.

You can change the termination date or stop the termination prior to the termination date you entered. PLEASE NOTE: This ONLY applies to the Check Out tool, NOT the HR paperwork!

Final approval in the Check Out tool is a formality. It is intended for those departments that want to know that all items for a checkout have been completed. PLEASE NOTE: This does NOT include any HR paperwork submitted.

You will get email each morning for any items you need to approve.

If you want to grant approver access to additional users, you can do so using the “Tool Access” option from the main menu.

If you want to remove approver access from users, select the “Same access as Me” option from the main menu.

For any users who are terminating a paid position with the University but continuing as a guest or volunteer at the University, you must submit CAR forms and UAAFs. They MUST still have a valid affiliation to UTD. We will NOT allow continued computer access just because the user wants it.

Logging in to the Check Out tool

1. Open a web browser and go to the following address: http://isapps.utdallas.edu/CAR/CCU_loginform.cfm
2. Enter your NetID.
3. Enter your password.

Creating a Check Out form

1. Click the Start/Create Request button.
2. Select the appropriate Check Out type.
   1. Transferring
   2. Checking Out
   3. Leave of Absence
   4. Terminate Position or contractors or Guests no longer at UTD
   5. Retired
3. Select the Department of the user or users you are checking out.
4. Enter the number of users you are checking out. (Must all be the same Check Out Type and Check Out Dates.) You can change dates on Approval if you still wish to do multiples with different dates.
5. Click the Next button.
6. Enter either the NetID or UTDID for each user. IMPORTANT: Do NOT enter SSNs here!
7. Click the Next button.
8. Enter User Information for each user.
   1. Select the appropriate option in the Faculty field.
   2. Comments about users Computer Access (Optional)
      
      Please indicate any special actions that need to be done to computer access after Check Out date.
      
      We do NOT need to know if user is Student. UTD Student Workers will have their computer access adjusted from departmental access to the standard access for students.
      
      Please indicate if this is a Reduction in Force (RIF) in the Comment area.
      
      Email CANNOT be forwarded! When an employee leaves the University, the department can request that a bounce message be put on the mailbox telling the sender that the mailbox is closed and asking them to resend their mail to another address.
      
      If user has exchange Email (Outlook), please indicate specific resources to be removed, i.e. resources they manage, like conference rooms,or calendars and delegations to them.
      
9. Click the Next button.
10. Enter Check Out Date Information (this will apply to ALL users entered).
    1. Enter the Effective Termination (Check Out) Date.
    2. Enter the Effective Date and Effective Time to turn off computer access.
       • Not applicable to Transfers
       • Students will NOT have their access turned off as long as they are students
11. Click the Submit button.
12. Your Check Out Form is now submitted. However, it must be approved by the Department Administrative Assistant before it will be processed. If you have Approval access, please follow the Approving Check Out Forms instructions on the next page.
13. Select Main Menu to continue to the approval process.

Approving Check Out Forms

You will get email each morning for any items you need to approve.

1. Click the Approvals button from the Main Menu.
2. Click the AA Approvals button.
3. Select the form that you want to approve.
4. Click the Next button.
5. Make sure ALL information is correct. Correct any field that is wrong. You CANNOT make changes to the user Name or user NetID. If you change the department, you will have to approve it again if you have rights to that department.

Checking Status of Form

1. Click on the Show Status button from the Main Menu.
2. You can either enter a NetID/UserID to the status of a current user + all forms submitted for that user or you can click the Show All Check Out Status for my Department button.

Changing Termination Date or Stopping Check Out Process

If you need to change the termination date for an employee or stop the check out process entirely for an employee who is no longer leaving the University, please follow the steps below.

1. Click on the Change Date from the Main Menu
2. Select the form that you want to change or stop.
3. Make the corrections to the dates if change date needs to be done.
4. Select the “Type of Change”.
5. Click the Submit button.

Final AA Approvals

You will get email each morning for any items you need to approve.

1. Click the Approvals button from the Main Menu.
2. Click the AA Final Approvals button.
3. Select the form that you want to approve.
4. Click the Next button.