Last update: April 10, 2019

Refer to this page to request access to the Student Information Service Centre (SISC), Faculty Service Centre (FSC) and Scheduling and Curriculum Management Centre (SCMC), or to update existing access. 

This page provides information on how to request non-instructional SIS access. This type of access may be required by staff and faculty involved in advising or administrative roles. Instructors and teaching assistants requiring only FSC access can visit the Faculty Service Centre page for instructions.

On this page:

SIS Access and Use

The SISC, FSC and SCMC are used by staff and faculty whose role involves student and course information, for example: advising; admissions; awards; curriculum management; enrolment and registration; learner financial management; graduation; scheduling; and program planning and progression. 

Staff and faculty commonly requiring access include: 

  • Faculty & Department Advisors
  • Graduate Student Advisors
  • Faculty and Department Administrators
  • Timetable Representatives

Access requests are reviewed by the Student Systems Management Team (SIS Security). If you have any questions, please contact sis.security@ubc.ca.

How to Submit a Request

Follow the steps below to request access to SIS:

1. Make sure you have a Campus Wide Login (CWL)

Visit cwl.ubc.ca to request access and for assistance with CWL-related inquiries.

2. Download and complete the SIS Access Form and Terms of Use
  • Download form:
  • Complete and sign form. Please note, both electronic and ink signatures are acceptable. If you are having issues filling out and signing the pdf form, please ensure that it is opened with Adobe Acrobat or Adobe Reader, alternatively, you can download the Word version of the form.
  • Email the completed and signed form to sis.security@ubc.ca
  • A ticket will be created automatically once the form has been emailed to the Student Systems Management Team (SIS Security), and notify you when access has been provisioned.
  • Please Note:
    • Signed approval from your Dean/Director is required for faculty-wide access, signed approval from your Department Head is required for department-wide access. Forms for Okanagan staff must also be signed by the Deputy Registrar or Registrar.
    • Keep a copy of this form for your department's records for two years after the employee has left.
    • Okanagan forms are processed through the Registrar's office, Vancouver forms are processed by the Student Systems Management Team. 
  • Removing access does not require a signed form. Please email sis.security@ubc.ca with the name of the user who no longer requires access.

For more details on completing this form, please refer to the next section. 

3. Additional Forms for Non-UBC Employees

In addition to the form found in step 2, non-UBC employees are required to complete a Security and Confidentiality Agreement (SACA) form. 

There are two types of SACA forms:

  • Supplementary Agreement: generally used when there is an existing agreement between a contractor and UBC
  • Stand-Alone Agreement: generally used when there is no other agreement between an individual or organization and UBC

For more information on and to access these forms, visit the University Counsel Website

4. Review Information and Data Security Policies
  • In order to protect the privacy and confidentiality of students’ personal information, you will only be provisioned access to the information and functions required for your work.
  • You are responsible for accessing only the functions and information required for your role.
  • Everyone who accesses the SIS must comply with FIPPA and UBC Policies.
  • Sharing SIS access is prohibited.
  • Managers must inform SIS Security when:
    • Access is no longer required
    • An employee has changed departments
    • An employee’s role or duties change, changing their access needs 
  • Read more on the SIS Data Security page.

Information on Completing Access Forms

When processing the SIS Access Form and Terms of Use, the Student Systems Management Team (SIS Security):

  • Ensures that the applicant details provided correspond with an active appointment at UBC.
  • Ensures that all required signatures are included.
  • Grants access appropriate for the applicant's specific role. Access to SIS is divided into permission groups. Each permission group allows users to access certain screens and functions.

On your access request form please indicate which permission groups you require access to. For descriptions of each permission group, see below. 

If you are unsure of which permission groups you require, or require specific access not listed on the access form, please complete and sign all mandatory form fields and include in your email to SIS Security details on your work at UBC.

Minimal Access Groups (View-Only)

For those requiring minimal view-only access of student information, select one of the following groups: 

LEV2 - Minimal Screens

View-only access to student information including biographical details, citizenship, registration controls, addresses and contacts and program details. LEV2 access does not allow users to send emails to students.

LEV3 - Minimal Screens with Email

Same view-only access as LEV2, able to send emails through SISC's mail utility and view emails through communications tracking.

Advising, Enrolment and Registration, Learner Management, and Program Progression

Staff that may require access to the following groups are involved in:

  • Student advising in admissions, financial assistance, academics, and exchange, as well as Aboriginal student advising, and international student advising
  • Accessing and updating student records and information
  • Administration of tasks related to registration, waitlisting, exception requests and approvals (e.g. prerequisites)
  • Managing learners’ data (biographical, transcripts, status, etc.)
  • Student course and degree planning, navigating program and progression requirements
AFAC - Faculty Advisor

Access for Faculty Advisors only. Access to various screens and functions including:

  • Update student information including address and email.
  • Update registration including adding, force adding (over course restrictions, section block and section full) and dropping course sections.
  • Update program details including adding/deleting a specialization, updating program and updating registration open date.
  • Update registration controls including term credits and status. 
  • Access Degree Navigator. 
  • View academic information including: transcripts, sessional evaluations, grades, grades change log, high school record and test scores. 
  • View graduation adjudication information and student graduation status.
  • View student information including biographical details, credentials, name log, exam schedule, awards and course schedules.
  • Email students.
AFAQ - Faculty Advisor (View-only)

View-only access to the information listed for AFAC.

DEPT - Undergraduate Department Advisors

Access for Undergraduate Department Advisors only. Access to various screens and functions including:

  • Update student information including address and email.
  • View student information including: biographical details, name log, citizenship, ES Advisor contact, addresses and contacts, and user profile.
  • View registration details. Update term status.
  • View program details including specialization, program and registration open date.
  • View academic information including: grades, transfer credits, high school record, test scores, and academic history.
  • Access Degree Navigator.  
  • Email students.
DART - Undergraduate Department Advisors with Add Specialization

Same access as DEPT, with the ability to add a new specialization.

GDEP - Graduate Department Advisor

Access for Graduate Department Advisors only. Allows access to various screens and functions including:

  • Update supervisory committee information (e.g. add committee members).
  • View Additional Program Details (e.g. advisor information, tuition assessment, thesis and exam requirements, etc.).
  • Update registration including adding, force adding (over course restrictions, section block and section full) and dropping course sections.
  • Increase the number of session credits for students on a per term basis.
  • View student information including: biographical details, name log, citizenship, ES Advisor contact, addresses and contacts, and user profile.
  • View program details including specialization, program and registration open date.
  • View academic information including: grades, transfer credits, high school record, test scores, and academic history.
  • Email students.

GDEP access already includes APDV.

DEAN - Dean's Office

Same access as AFAC with the ability to change grades. DEAN access already includes CLAS, AFAC, AFAQ, DART (select only DEAN on your form).

ABOR - Aboriginal Report

Access for Aboriginal Student Advisors only. View student information including Aboriginal Report. If you need to grant Aboriginal changes, please indicate ABOU - Aboriginal Update Access on your form.

DNVA - Degree Navigator Advanced Mode

Allows advisors to make exceptions and course changes to individual students’ Degree Navigator Reports.

APDU - Additional Program Details Updating

For staff administering graduate programs in a registrarial capacity. Update Additional Program Details including program status, thesis and graduation requirements, thesis received date and student leave. Allows updates to Bulk Citation status.

APDV - Additional Program Details (View-only)

View-only access to Additional Program Details. 

GRAJ - Graduation Adjudication

Provides update access to the graduation adjudication screen. Update students' graduation status.

SESS - Manual Sessional Evaluation

Determine which students meet promotion requirements by updating manual sessional evaluations. Update program details including specialization. View student information including grades report, sessional evaluation summary and at risk report

OAM2, OAM3, OAM4, OAM5 - Online Advising Management System

Staff working in advising require access to the Online Advising Management System (OAM). Access to OAM is divided into:

  • OAM2 for Unit Directors (Faculty Academic Advising, SD&S, ES). Access to this group requires approval from the Business Owner.
  • OAM3 for Professional Advisors (M&P, CUPE staff (Faculty Academic Advising, Academic Departments, SD&S, ES). Access to this group requires approval from the Dean/Director.
  • OAM4 for Faculty members and instructors in advising roles. Access to this group requires approval from the Department/Unit Head.
  • OAM3 for Student Peer Advisors (minimal access). Access to this group requires approval from the Department/Unit Head.
Program Planning and Management, Curriculum Management and Scheduling 

Staff involved the management, scheduling and administration of course sections and curriculum may require access to the following groups:

CLAS - Class List Administration

Update class lists within the FSC. 

CURL - Course URL

Allows changes to the URL for the course outline in the course schedule. View class lists.

DUTY - Edit Teaching Assignments (Duty Administrator)

Manage teaching assignments (e.g. publish instructors, assign TAs and coordinators to course sections) within the FSC. View course section details (e.g. seat restrictions). Generally required by Duty Administrators.

EREP - Exam Representative

Access to the Exam Request tab. View class lists and course section details.

GRDE - Grades Entry Administration (FSC)

View and enter grades and download the grade change form on FSC.

SCUP - SISC Sections Control Update

Update course section details in the SISC, including adding seats and editing seat pool restrictions. 

STTT -  Standard Timetable Creation 

Update timetables within the FSC. View class lists and grades. 

TREP - Timetable Representative

Update and create course sections within the SISC. Update course section information including class lists, course details, and seat pool restrictions. Course codes are required.

TEVQ - Web Room Booking (Scientia)

Access Scientia for online room booking requests. Access to Scientia does not require a signature. Please email sis.security@ubc.ca with your name and CWL to request TEVQ access.

Admissions

Staff involved in the application and evaluation of prospective students, offers of admission, deferrals and appeals require access to Docket. 

Within Docket, users are granted access to certain admissions processing areas based on their role:

Processing Area Faculty/Department Included Programs
ADMS - Undergraduate Admissions Enrolment Services  BA, BA-O, BARC, BASC, BASC-O, BCOM, BEDE, BEND, BHE, BHK, BIE, BLS, BMGT-O, BMUS, BPE, BSAB, BSAG, BSC, BSCA, BSCF, BSC-O, BSFN, BSN, BSW 
DENT - Dentistry Faculty of Dentistry BDSC (Bachelor of Dental Science, Dental Hygiene), DMD (Doctor of Dental Medicine), MDSEDT (Master in Dental Science/Diploma in Endodontics), MDSPDT - Master in Dental Science/Diploma in Periodontics
EDUC - Education Education BEDE (Bachelor of Education), BEDM (Bachelor of Education), BEDS (Bachelor of Education), BEEM (Bachelor of Education), DEDU (Diploma in Education)
ENGR - Engineering Faculty of Applied Science  
EXCH - Exchange Go Global VIRS, VURS
GRAD - Graduate & Post Doctoral Studies Vancouver G&PS - V MA, MSc, PhD
GRDO - Graduate & Post Doctoral Studies Okanagan G&PS - O MA, MSc, PhD
LAW - Law Faculty of Law JD, LLB
MBA - Sauder MBA Program Sauder IMBA, MBA
MEDI - Medicine Faculty of Medicine MD
PHAR - Pharmacy Faculty of Pharmaceutical Sciences PHARM, PHARMD
REAL - Sauder Real Estate Program Sauder  
Unit/Service Area Specific Groups

Staff involved in the administration of specific units/service areas may require access to:

AFLT - Affiliate Card Administrator (e.g., Carey College, Regent College, St. Mark's College, etc.)

Access for Affiliate Card Administrators. Search and view carding information for affiliate colleges.

ALUM - Alumni Affairs

Access for Alumni Affairs staff. Search and view basic student information including name, addresses and contacts, degree and specialization and graduation status.

AREC - Athletics and Recreation

Access for Athletics and Recreation staff. Search and view student athletics reports. Search and view basic student information including name, degree and emergency contact.

CAMP - Campus Security

Access for Campus Security staff. Search and view basic student information including name, addresses and contacts, emergency contact, timetable, student image and affiliate college student card information.

CARD - UBC Student Card Administration

Access for UBC Carding staff. Update student U-Pass Eligibility. Search and view carding information for U-Pass and affiliate colleges. Search and view basic student information and program details (i.e. program, degree, specialization).

DRCA - Access and Diversity

Access for Access and Diversity staff. Access to various screens and functions including:

  • Update Access and Diversity student information including contact logs and DRCI logs.
  • View and update DRC Disability Declarations and edit student disability information.
  • View DRC interactions and enable the DRC privacy checkbox. View counselling interactions.
  • View student information including name, addresses and contacts, citizenship and ES Advisor Contact.
  • View registration, award and program information (including Additional Program Details for graduate students).
  • View academic information including timetables, grades, test scores, academic history, transcripts and sessional evaluations.
  • Add comments to student profiles.
  • Access Docket.
  • Email students.
GLOB - Go Global

Access for Go Global staff. Access to various screens and functions including:

  • Update Go Global Fee information.
  • View student payment and billing information. Update consolidated billing (CBM).
  • View Supplemental Applications and Personal Profiles within Docket. 
  • Update registration including adding, force adding and dropping course sections.
  • View student information including: biographical details, citizenship and ES Advisor contact. Update student information including address and email.
  • Access Degree Navigator.
  • Email students.
GRAD - Faculty of Graduate & Postdoctoral Studies

Access for G&PS staff. Access to various screens and functions including:

  • View Additional Program Details (advisor information, thesis and graduation requirements, thesis received date and student leave).
  • Update registration including adding, force adding and dropping course sections.
  • Update registration controls including term status, advising codes, term and session credits and WISE flag.
  • View student information including: biographical details, name log, citizenship, ES Advisor contact, addresses and contacts, and user profile.
  • Update program details including specialization and program.
  • View academic information including: grades, transfer credits, high school record, test scores, and academic history.
  • Access Degree Navigator.  
  • Email students.
HOUS - Housing

View basic student information including biographical details, emergency contact, citizenship and application and registration status.

IDEN - Identity Confirmation (IT Services)

View-only access to basic student details including name, program, citizenship and registration and applicant status to be able to identify a student only. Generally required by IT staff (e.g. Service Centre Help Desk).

INTL - ISI Departement Advisors

Access for ISI Department Advisors. Access to various screens and functions including:

  • Access EzRecruit, BBAE results and admissions log. View Supplemental Applications and Personal Profiles within Docket. 
  • Update registration including adding, force adding and dropping course sections.
  • View student information including: biographical details, name log, citizenship, ES Advisor contact, addresses and contacts, and user profile. Update student information including address and email.
  • View program details including specialization, program and registration open date. Update specializations.
  • Access Degree Navigator.
  • View academic information including: grades, transfer credits, high school record, test scores, and academic history.
  • Email students.
LIBR - Library

Search and view basic student information including name, contact information and student holds.

RCMT - Student Recruitment and Advising

Access for Student Recruitment and Advising staff. Access to various screens and functions including:

  • Access to EzRecruit.
  • View BBAE results.
  • View applicant status.
  • View student information including grades, academic history, transcripts, biographical information, awards, etc.
  • Access Docket.
  • Email Students.

Contact information