{"id":8943,"date":"2026-08-05T09:24:51","date_gmt":"2026-08-05T13:24:51","guid":{"rendered":"https:\/\/sites.bu.edu\/sis-training\/?p=8943"},"modified":"2026-08-07T12:43:03","modified_gmt":"2026-08-07T16:43:03","slug":"access-checklist-for-new-advisors","status":"publish","type":"post","link":"https:\/\/sites.bu.edu\/sis-training\/access-checklist-for-new-advisors\/","title":{"rendered":"Access Checklist for New Advisors"},"content":{"rendered":"<p>This list is for Managers to prepare for new advisors and their access to MyBU Student processes. It identifies the necessary requests (or confirmations) for access and includes supporting information to help with the completion of the steps.<\/p>\n<h5>DEPARTMENTAL SECURITY ADMINISTRATORS (DSA) REQUESTS<\/h5>\n<div class=\"checkbox-wrapper\">\n<p><label class=\"container2\" style=\"font-weight:normal;\"><strong>Request Persona<\/strong>: DSA requests the appropriate MyBU Student advising Persona: \u2018Academic Advisor\u2019 or \u2018Advisor\u2019 (important supporting info below). <input type=\"checkbox\"><span class=\"checkmark\"><\/span><\/label><\/p>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\"><label class=\"container2\" style=\"font-weight:normal;\"><input type=\"checkbox\"><span class=\"checkmark\"><\/span><strong>Request Other Roles<\/strong> (optional): if additional advising access is needed, then the following can also be requested as \u2018a la carte\u2019 roles:<\/label><\/p>\n<ul>\n<li>Enter Advisee Assignments: BU_AA_ADVISOR_ASSIGNMENT\n<ul>\n<li>For users who need to adjust student advisor assignments.<\/li>\n<\/ul>\n<\/li>\n<li>Advising Department Support: BU_AA_DEPT_SUPPORT\n<ul>\n<li>For users who need to create and manage appointments for others in their MyBU department.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><label class=\"container2\" style=\"font-weight:normal;\"><strong>Request Row Level Values<\/strong> (optional): if advisor manages adding\/updating advising holds, DSA should include Service Indicator access and the specific values needed: either RAD-ADV (Advising Hold) or RAD-KHC (Kilachand Hold).<input type=\"checkbox\"><span class=\"checkmark\"><\/span><\/label><\/p>\n<\/div>\n<p class=\"alert\" style=\"margin-bottom:1rem;\"> \u24d8 Only submit for the security access needed. The optional items above are not required for all advising roles; please review and submit accordingly. If the advisor is replacing a previous person, it may help to reference that person\u2019s access when contacting the DSA.<\/p>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h5 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Supporting Information<\/h5><div class=\"bu_collapsible_section\" style=\"display: none;\">\n<p>Personas are collections of roles and \u2018Academic Advisor\u2019 or \u2018Advisor\u2019 access should be requested via the persona.  <\/p>\n<ul>\n<li>\u2018Academic Advisor\u2019 allows for viewing student records for any student at Boston University, and includes Query Viewer access. <\/li>\n<li>\u2018Advisor\u2019 allows for viewing student records only for their assigned advisees; designed for faculty members with advising responsibilities. It includes Query Viewer access.  <\/li>\n<\/ul>\n<p>More information regarding security components: the <a href=\"https:\/\/bushare.sharepoint.com\/:f:\/r\/sites\/GRP-IST-DSAS\/Shared Documents\/MyBU Student?csf=1&#038;web=1&#038;e=HW1ehD\" target=\"_blank\" rel=\"noopener\">DSA Resource Folder<\/a> includes guides spanning security topics, including instructions for how DSA\u2019s submit requests.<\/p>\n<ul>\n<li><a href=\"https:\/\/bushare.sharepoint.com\/:b:\/r\/sites\/GRP-IST-DSAS\/Shared Documents\/MyBU Student\/Personas, Roles, %26 Row Level Security.pdf?csf=1&#038;web=1&#038;e=33Hc4R\" target=\"_blank\" rel=\"noopener\">Personas, Roles, &#038; Row Level Security.pdf<\/a>: security concepts overview.<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<br \/>\n<!--more--><\/p>\n<h5>ADDITIONAL ADVISING SETTINGS<\/h5>\n<div class=\"checkbox-wrapper\">\n<p style=\"padding-bottom:0px; margin-bottom:0px;\"><label class=\"container2\" style=\"font-weight:normal;\"><strong>Check Instructor\/Advisor (I\/A) Table<\/strong>: ensure HR new hire process added advisor to the table and indicated them as an advisor.<input type=\"checkbox\"><span class=\"checkmark\"><\/span><\/label><\/p>\n<ol type=\"a\">\n<li>Check the I\/A Table first (refer to supporting info below).<\/li>\n<li>If the new Advisor is not listed (or advisor indicator not set), submit a help ticket to request the addition using the <a href=\"https:\/\/bu.service-now.com\/sp?id=sc_cat_item&#038;sys_id=a7258a0287e1b5502e92426d8bbb35f1&#038;sysparm_category=d0f21154db38445053c1d77648961927&#038;catalog_id=e0d08b13c3330100c8b837659bba8fb4\" target=\"_blank\" rel=\"noopener\">Instructor Table Update Request Form<\/a>.<\/li>\n<\/ol>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\"><label class=\"container2\" style=\"font-weight:normal;\"><strong>Request Advising Department<\/strong>: submit an IT help ticket to add advisor to the proper MyBU Student Department. Provide the following information (also see next checklist item):<input type=\"checkbox\"><span class=\"checkmark\"><\/span><\/label><\/p>\n<ol type=\"a\">\n<li>Subject: New Advisor [Advisor Name].<\/li>\n<li>New Advisor Name, Email, and BUID.<\/li>\n<li>MyBU Department(s) they should have access to.<\/li>\n<\/ol>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\"><label class=\"container2\" style=\"font-weight:normal;\"><strong>Enter Advising Assignments<\/strong>: define the student-advisor assignments.<input type=\"checkbox\"><span class=\"checkmark\"><\/span><\/label><\/p>\n<ul>\n<li>For individual advisor assignments: manager or department administrator with access to the Advising Assignments page to complete.<\/li>\n<li>For batch advisor assignments: manager to submit an IT help ticket. <strong>NOTE<\/strong>: This should be submitted in the same ticket as the Department request in the previous step.\n<ol type=\"a\" style=\"margin-left: 1rem;\">\n<li>Indicate if a previous advisor is being replaced.<\/li>\n<li>If not, identify criteria to use for making assignments (e.g., by CPP stack). <\/li>\n<\/ol>\n<\/li>\n<\/ul>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h5 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Supporting Information<\/h5><div class=\"bu_collapsible_section\" style=\"display: none;\">\n<ul>\n<li>I\/A table enables advisors to be included properly in reporting. To verify, run\/download query: SR727____INSTRUCTOR_ADVISOR, and search for advisor\u2019s BUID. <\/li>\n<li>Department access enables advising appointments<\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/staff-advisor-assignments\/\">Advisor Assignments<\/a> guide for completing individual assignments<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<br \/>\n<!--more--><\/p>\n<h5>NEW ADVISOR MYBU STUDENT RESOURCES<\/h5>\n<div class=\"checkbox-wrapper\">\n<p><label class=\"container2\" style=\"font-weight:normal;\"><strong>Share Resources<\/strong>: <a href=\"https:\/\/sites.bu.edu\/sis-training\/\">SIS Resource Hub<\/a> is helpful for advisors new to MyBU Student:<input type=\"checkbox\"><span class=\"checkmark\"><\/span><\/label><\/p>\n<ol>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/getting-started\/\">Getting Started in MyBU Student<\/a><\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/advisee-student-lookup-and-student-details-processes\/\">Advisee &#038; Student Lookup<\/a><\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/advisors-degree-progress\/\">Degree Progress &#038; What-If<\/a><\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/advising-appointments-setup-schedule\/\">Advising Appts: Setup Schedule<\/a><\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/schedule-advising-appointments\/\">Schedule Advising Appointments<\/a><\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/manage-advising-appointments\/\">Manage Advising Appointments<\/a><\/li>\n<li><a href=\"https:\/\/sites.bu.edu\/sis-training\/action-items-advisors\/\">Action Items for Advisors<\/a><\/li>\n<\/ol>\n<p style=\"margin-bottom:1rem;\">Additional topics, including dept support, advising assignments, queries &#038; more, available on the <a href=\"https:\/\/sites.bu.edu\/sis-training\/advising\/\">Advising Resource page<\/a>.<\/p>\n<\/div>\n<p style=\"padding-bottom:1rem;\">This page was last updated August 2026. To download a PDF copy of this resource, print this webpage as a PDF.<\/p>\n<p style=\"border-top: 10px solid #669999; text-align: right; margin-block-end: 0px;\"><a href=\"https:\/\/sites.bu.edu\/sis-training\/mybu-student-glossary\/\" rel=\"noopener noreferrer\" title=\"Glossary\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/06\/Glossary-icon.png\" alt=\"Glossary Icon - Click here for MyBU Student Glossary.\" width=\"75px\" height=\"75px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This list is for Managers to prepare for new advisors and their access to MyBU Student processes. It identifies the necessary requests (or confirmations) for access and includes supporting information to help with the completion of the steps. DEPARTMENTAL SECURITY ADMINISTRATORS (DSA) REQUESTS Request Persona: DSA requests the appropriate MyBU Student advising Persona: \u2018Academic Advisor\u2019 [&hellip;]<\/p>\n","protected":false},"author":1183,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[1],"tags":[50,51,6],"_links":{"self":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts\/8943"}],"collection":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/users\/1183"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/comments?post=8943"}],"version-history":[{"count":40,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts\/8943\/revisions"}],"predecessor-version":[{"id":9018,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts\/8943\/revisions\/9018"}],"wp:attachment":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/media?parent=8943"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/categories?post=8943"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/tags?post=8943"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}