SIS Roles and Training Requirements
Not all SIS roles are listed on this matrix. If you do not see the course you need to obtain your role, please contact the SIS training team for scheduling.
QUICK LINKS
All the following roles require an ITC Token.
- Academic Advisement and Student Records Roles
- Admission Roles
- Financial Aid Roles
- Student Financials Roles
- Campus Community
- Combined listing of all reporting roles
ACADEMIC ADVISEMENT AND STUDENT RECORDS ROLES
Student Records Training Toolkit
Academic Advisement Training Toolkit
SR core roles: Most SR users should have one of these three roles. They also may have other SR or AA roles.
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV SR Viewer Acad History | This role provides access to view student academic history (grades, enrollment, majors, etc.), but no update capability. [Users with the UV SR Local Admin Schools role do not need this role.] | Staff across the University who view but do not update student records (University wide) | SR Foundations* (strongly recommended) |
| UV SR Viewer Non-Acad | This role provides access to view student bio/demo data and limited academic data (degrees, majors, current courses) but not grades, gpas, or other detailed academic history. [Users with this role typically will have no other SR roles.] | Staff in non-academic administrative offices who view bio/demo data about students, but who do not need detailed academic information (University wide) | SR Foundations* (strongly recommended) |
| UV SR Local Admin Schools | This role is for school registrars and registration staff in the SCPS centers. It grants broad access to update students records, by entering Quick Admits, major changes, advisors, add/drops, etc. | School Registrars/SCPS Center staff (schools) who require broad access to student records. | Contact uva-sis-trainers@virginia.edu |
Academic Advisement roles: Users who work with Academic Advisement exceptions or reports should select from these roles.
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV AA Viewer | This role allows users to run individual Academic Requirements reports, including What-Ifs. | Staff members within departments who run individual Academic Requirements reports, including what-if reports. | SR Foundations* (strongly recommended) |
| UV AA User | This role allows users to run Academic Requirements reports, create and run reports in batch, and conduct reverse engineering. | Primarily school registrars who run academic requirements reports in batch. | Contact uva-sis-trainers@virginia.edu |
| UV AA User Exceptions | This role allows users to enter exceptions to students' records in Academic Advisement. | Staff members who enter Academic Advisement exceptions within school dean’s offices or certain undergraduate departments (within A&S). | Contact uva-sis-trainers@virginia.edu |
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV SR Acad User Reporting | This role provides access to student records information in the reporting environment, including access to grades, GPA, and other academic data. | Users within academic offices who need access to student records information in the reporting environment to create or run reports. | Student Records Reports - SIS (required) |
| UV SR Non Acad User Reporting | This role provides access to limited student records data in the reporting environment. It excludes information such as grades. | Users in a non-academic area, such as an auxiliary service, who need access to student records information in the reporting environment | Student Records Reports - SIS (required) |
| UV SR Unrestricted Reporting | This role provides access to non-sensitive student records data, such as the class schedule, in the reporting environment. [Users with the SR Acad User Reporting or SR Non Acad User Reporting role do not need this role.] | Users who need access to course and class information in the reporting environment | Introduction to Discoverer* (required) |
| UV SR Jeff Scholar Reporting | This role provides access to student records information in the reporting environment, including access to grades, GPA, and other academic data. Student term, program term, and student enrollment data is specific to Jefferson Scholars. | Staff at Jefferson Scholars Foundation only | Student Records Reports – SIS (required) |
SR specialized roles: These roles give access to additional areas of functionality.
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV IN SR Linking | ImageNow Linking screen to enrolled student records. | ImageNow users who link enrolled student records | n/a |
| UV SR User Transfer | This role provides for the maintenance and processing of transfer credit. | School registrars who enter transfer credit (schools) | Contact uva-sis-trainers@virginia.edu |
| UV SR User Enrollment | This role is for staff who add/drop classes and view class rosters. [Users with the UV SR Local Admin Schools role do not need this role.] | Staff within departments who add/drop classes | SR Foundations* (prereq) Student Records: Enrollment-SIS (required) |
| UV SR User Class Schedule | This role provides access to maintain class schedule. | Staff within the schools who schedule classes | Contact uva-sis-trainers@virginia.edu |
| UV SR User Class Schedule SCPS | This role provides access to maintain class schedule for selected SCPS classes. | Staff within SCPS who schedule selected classes | Contact uva-sis-trainers@virginia.edu |
| UV SR User Groups | This role provides access to maintain student groups (Echols, Rodman, College associations, etc.). | Users who maintain or update student membership in groups | SR Foundations* (prereq) Student Records: User Groups-SIS* (required) |
| UV SS Advisor Local Admin | This role allows faculty self service access to view all students, not just their personal | College DUPs and Directors of Grad Programs | SR Foundations* (strongly recommended) |
| UV SR Local Admin Advisor Asgn | This role allows for the tracking of research and thesis/dissertation committees for graduate students. [Users with the Local Admin Schools role do not also need this role.] | Departmental staff, primarily in the graduate schools, who track faculty participation on student research and thesis/dissertation committees. | SR Foundations* (prereq) Student Records: Assign Advisors-SIS* (required) |
| UV SR User Schools | This role includes the ability to Quick Admit and enroll students, but not to update other student data. Designed initially for Study Abroad, it is available to some central staff. | Users in Study Abroad and Teacher Education who admit new students and are not required to update other student data | Contact uva-sis-trainers@virginia.edu |
| UV SR User Test Results | This role allows users to enter standardized test scores, primarily for evaluating test credit or recording Education licensure exams. |
School registrars who process test credit, and Curry staff | SR Foundations* (prereq) Student Records: User Test Results-SIS* (required) |
SR restricted roles: Access to these roles is limited.
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV SR Viewer History & Struct | This role provides access to view student academic history and various set-up tables. | Staff in Institutional Assessment and Studies only (IAS) | SR Foundations* (strongly recommended) |
| UV SR Local Admin UREG | This role allows a limited number of UREG staff access to certain set-up tables and batch-job processes. | UREG staff only (UREG) | Contact uva-sis-trainers@virginia.edu |
| UV SR User UREG | This role provides UREG staff a wide range of central administrative functions. [Users with the UV SR Local Admin UREG role do not need this role.] | UREG staff only (UREG) | Contact uva-sis-trainers@virginia.edu |
| UV SR User UREG Tech | Provides technical staff in UREG access to run certain batch and administrative processes. | UREG staff only (UREG) | SR Foundations* (strongly recommended) |
| UV SR Local Admin Class Sched | This role is for the UREG staff who maintain the Schedule of Classes and related set-up tables. | UREG staff only (UREG) | Contact uva-sis-trainers@virginia.edu |
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV AD Local Admin UGRD/UV AD Local Admin GRAD | The UV AD Local Admin UGRD and UV AD Local Admin GRAD have access to correct history on all Admission and Campus Community module pages. Additionally, the Local Admin can run pre-defined queries in the Admission and Campus Community modules. Note: Prospect Records will be included in this course as needed for UGRD [Users with these roles may wish to request one or both of the AD Reporting roles.] |
Undergraduate admission users that need access to add, update, and correct prospect records and work suspended prospect records. Undergraduate and Graduate admission users that need access to add, update, and correct applicant and test score data and work suspended applicant and test score records. | Nav Fundamentals* (prereq) Admission: Managing Applicant Records-SIS (required) |
| UV AD User UGRD/ UV AD User GRAD | The UV AD User has access to update information and run pre-defined queries in the Admission and Campus Community modules. [Users with these roles may wish to request one or both of the AD Reporting roles.] |
Undergraduate admission users that need access to add or update prospect data. Undergraduate and Graduate admission users that need to add or update applicant and test score data. | Nav Fundamentals* (prereq) Admission: Managing Applicant Records-SIS (required) |
| UV AD Viewer UGRD /UV AD Viewer GRAD | The UV AD Viewer has access to view information and run pre-defined queries in the Admission and Campus Community modules. | Undergraduate admission users that need access to add or view prospect data. Undergraduate and Graduate admission users that need to view applicant and test score data. | Admission Viewer Training-SIS* (strongly recommended) |
| UV AD Applicant Reporting | This role allows Undergraduate and Graduate Admission users to access the applicant reporting views in Discoverer. | Undergraduate and Graduate admission users that need access to create and run reports on admission related data. | Admission Reports-SIS (required) |
| UV AD Prospect Reporting | This role allows Undergraduate Admission users to access the prospect reporting views in Discoverer. | Undergraduate admission users that need access to create and run reports on prospect related data. | Admission Reports-SIS (required) |
| UV AD SCPS Reporting | The role gives SCPS users access to run reports on the quick admit student data from the SCPS Permission to Enroll web form. | School of Continuing and Professional Studies users that need to view quick admit student data. | Introduction to Discoverer* (required)- unless already has a reporting role in SIS |
| UV AD SCPS Local Admin Webform | This role gives SCPS users access to quick admit students into SIS using the SCPS Permission to Enroll web form. It also gives users access to review the Virginia Status form for these applicants and to work the Permission to Enroll suspense file. NOTE: If you are requesting this role, you should also request UV CC Residency User. |
School of Continuing and Professional Studies users that need access to quick admit students and work suspended records. | Contact uva-sis-trainers@virginia.edu |
| UV AD SCPS Viewer Webform | This role gives SCPS users access to view completed SCPS Permission to Enroll web forms. | School of Continuing and Professional Studies users that need to view completed SCPS Permission to Enroll web forms. | Admission: SCPS Webform Viewer Training - SIS (required online training) |
| UV AD Visiting Stdnt Reporting | The role gives Summer Session and School users access to run reports on the quick admit student data from the Visiting Student Permission to Enroll web form. | Summer Session users that need to view quick admit student data. | Introduction to Discoverer* (required) - unless already has a reporting role in SIS |
| This role gives Summer Session and School users access to quick admit students into SIS using the Visiting Student Permission to Enroll web form. It also gives users access to work the Visiting Student Permission to Enroll suspense file. NOTE: If you are requesting this role, you should also request UV CC Residency User. | Summer Session and School users that need access to quick admit students and work suspended records. | Contact uva-sis-trainers@virginia.edu | |
| UV AD Vist Viewer Webform | This role gives Summer Session and School users access to view completed Visiting Student Permission to Enroll web forms. | Summer Session and School users that need to view completed Visiting Student Permission to Enroll web forms. | Admission: Visiting Student Webform Viewer Training - SIS (required online training) |
Financial Aid Training Toolkit
Departmental Aid Training Toolkit
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV FA User Dept | FA User Dept will enter awards through departmental awarding. NOTE: If you are requesting this role, you should also request UV SF Viewer Departments, UV SF Departmental Reporting AND UV FA Departmental Reporting. | Individuals who do departmental awarding at the school or departmental level | SR Foundations* (prereq) Departmental Aid Awarding - SIS (required) Financial Aid Reports for Departmental Aid – SIS (required) |
UV FA Department Reporting |
FA Department Reporting provides access to departmental financial aid reporting data | Individuals who do departmental awarding at the departmental or school level other than Law and Medicine | Contact uva-sis-trainers@virginia.edu |
| UV FA School Reporting | FA School Reporting provides access to financial aid data for Schools of Law, Medicine, and Darden | Individuals in the schools of Law, Medicine, and Darden who do awarding | Introduction to Discoverer* (required) |
| UV FA Work Study Reporting | FA Work Study Reporting provides access to financial aid data about work-study | Individuals who hire or are responsible for work study | Contact uva-sis-trainers@virginia.edu |
| UV FA Local Admin Schools | FA Local Admin Res (Restricted) users cannot perform yearly maintenance functions. However, they can view all setup including equation and query formulas. The Financial Aid processing functions are unrestricted except for batch processing and loan processing. For loans, they can perform origination and validation functions. | SFS FA Managers, LAW/Med Financial Aid Directors, Limited Law/Med Financial Assistant Directors | SR Foundations* (prereq) Financial Aid: Core Processes-SIS (required) |
| UV FA Viewer plus 3C | FA Viewer plus 3C can view Financial Aid Status Page and assign checklists, create comments, and attach communications. | Med FA Assistant | SR Foundations* (prereq) Financial Aid: Viewer and 3Cs-SIS (required) |
| UV FA Local Admin Data | FA Local Admin users have restricted access to the setup tables to perform yearly maintenance for budgets, fiscal limits, aggregates, and loans. Users will be able to view all other areas of setup including equation and query formulas. The Financial Aid processing functions are unrestricted except for large batch processes. (Can initiate the following batch process - External Award, Pell Schedule, Need Summary Validation, and Loan Processing). | SFS Director, Limited SFS Managers | SR Foundations* (prereq) Financial Aid: Core Processes-SIS (required) |
| UV FA Local Admin Maintenance | FA Local Admin Maintenance users have limited access to Financial Aid setup tables and batch processing. These users will not perform data entry or "per student" online processing. | SFS-ITS Manager, SFS-ITS System Analysts, and SFS-ITS programmer analysts | SR Foundations* (prereq) Financial Aid: File Management and Using 3Cs (required) |
| UV FA User FAA | FA User can perform data entry to FM / IM tables and online processing for aid activation, budget creation, & auto packaging. Users can view loan processing information and have access to the FA summary pages. | SFS Financial Aid Administrators | SR Foundations* (prereq) Financial Aid: Core Processes-SIS (required) |
| UV FA User Record Mgmt | FA User RecordMgmt users can enter data into IM tables, perform online aid activation, enter external awards, and have restricted award access. They have view only access to Financial Aid Term and Financial Aid History. | SFS Records Management | SR Foundations* (prereq) Financial Aid: Activating Aid Year and 3Cs (required) Financial Aid: Institutional Data and Awarding (required) |
| UV FA User ISIR Load | FA User ISIR Load users can process ISIRs and have limited view access to other FA processing areas. | SFS-ITS Computer Technician | SR Foundations* (prereq) Financial Aid: Viewer plus Comments (required) Financial Aid:File Management (required) |
| UV FA User Loans | FA User Loans provides access to loan processing for select users who are not Local Admins. | SFS-Select FAAs | SR Foundations* (prereq) Financial Aid: Core Processes-SIS (required) |
| UV FA User Workstudy | FA User Workstudy provides update access to Work Study for select users who are not Local Admins. | SFS Administration | SR Foundations* (prereq) Financial Aid: Tracking Workstudy (required) |
| UV FA Viewer Summary | FA Viewer Summary can view the Financial Aid Status Page. | SFS Call Center, SF | Financial Aid Viewer* (strongly recommended) |
| UV FA SFS Full Reporting | FA SFS Full Reporting provides access to all financial aid reporting data for SFS | SFS Financial Aid staff | Introduction to Discoverer* (required) |
| UV FA SFS Limited Reporting | FA SFS Limited Reporting provides limited access to financial aid reporting data for SFS front office staff | SFS front office staff | Introduction to Discoverer* (required) |
Student Finance Training Toolkit
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV SF Class Fees | SF Class Fees provides access for SCPS fiscal administrators to add class fees for non-credit courses. | SCPS fiscal administrators | Contact uva-sis-trainers@virginia.edu |
| UV SF User Department | SF User Department will have Student Post Access limited to departmental item type security and view. | Anyone who can do a tuition deposit (in Admission or school admission offices) | Nav Fundamentals* (prereq) Student Finance: Deposits-SIS (required) |
| UV SF Viewer Departments | SF Viewer Departments can view the Student Finance Customer Accounts and Item Line Detail. | Anyone who has access to view student account data | Student Finance: Viewing Student Accounts-SIS* (strongly recommended) |
| UV SF User Cashiering Management | SF Cashiering Management will have access to open & close Cashiering Office. Will also enter payments via the cashiering module and have view of the Student Finance Customer Accounts and Item Line Detail. | Cashiering Office Supervisors in Carruthers and SCPS centers | Contact uva-sis-trainers@virginia.edu |
| UV SF User Cashiering | SF Cashiering will enter payments via the cashiering module and view of the Student Finance Customer Accounts and Item Line Detail. | Cashiering Office Staff in Carruthers and SCPS Centers | Contact uva-sis-trainers@virginia.edu |
| UV SF User Department Waiver | SF User Department Waiver enables a user to set equation variables for individual students as needed. | Schools with special rate programs | Nav Fundamentals* (prereq) Student Finance: Viewing Student Accounts-SIS* (required) Student Finance: Equation Variables-SIS (required) |
| UV SF Viewer Accountant | SF Accountant will monitor student accounting and GL entries. | SFS Accountant, SCPS Accountant | Student Finance: Viewing Student Accounts-SIS* Student Finance: Viewing GL entries-SIS* |
| UV SF User Third Party | SF Third Party role will have CC setup access to add new Third Party entities to the SIS for third party student contracts and the access to assign students to the Third Party contracts. | SFS, SCPS centers | Contact uva-sis-trainers@virginia.edu |
| UV SF User Third Party Assign | UV SF User Third Party Assign allows users to assign students to a third party contract. | SFS, SCPS centers | Contact uva-sis-trainers@virginia.edu |
| UV SF User Administrators | SF User can perform online individual tuition and fee calculation; post charge & payment reversals/adjustments and process student refunds. Users have access to the SF summary pages. Will also have CC access to update comments/checklists for SFS. | SFS Student Finance Administrators | Nav Fundamentals* (prereq) Student Finance: User Training (required) |
| UV SF Local Admin Maintenance | SF Local Admin Maintenance users have limited access to Student Financials setup tables and batch processing. These users will not perform data entry or "per student" online processing. | SFS-ITS Manager and SFS-ITS staff | Nav Fundamentals* (prereq) Student Finance: Local Admin Training (required) |
| UV SF Departmental Reporting | This is the main role for access to Student Financials data. | Contact uva-sis-trainers@virginia.edu |
|
| UV SF Full Reporting | Access to all Student Financials reporting data. | This role is intended for central office use; all others should request UV SF Departmental Reporting | Contact uva-sis-trainers@virginia.edu |
| UV SF Local Admin Data | SF Local Admin Data users will have access to create 3rd Party Contracts, Manage Payment Plans, and send Collection notifications. Will also have Campus Community access for Tuition Residency Overrides. Will be able to view all other areas of setup including equation and query formulas. The Student Finance processing functions are unrestricted except for batch processes. Will also have CC access to update comments/checklists for SFS or SCPS. | SFS Student Finance Manager & Supervisors, SCPS Central Office | Contact uva-sis-trainers@virginia.edu |
| UV SF Local Admin Run Control | SF Local Admin Run Control users have access to the run controls and batch processing and limited access to setup. These users will not perform data entry or "per student online processing." | SFS-ITS Runcontrol Admin | Nav Fundamentals* (prereq) Student Finance: Runcontrol (required) |
| UV SF SCPS User Administrators | SF User can perform online individual tuition and fee calculation; post charges. Users have access to the SF summary pages. Will also have viewer access to CC. | SCPS Student Finance Administrators | Nav Fundamentals* (prereq) Student Finance: User Training for SCPS (required) |
Campus Community Training Toolkit
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV CC Local Admin Athl | The UV CC Local Admin Athl has access to enter, update and correct prospect data, as well as run pre-defined queries on athletic participation pages in the Campus Community module. | Athletics Recruiting and Compliance users that need access to add, update, and correct athlete information. | Nav Fundamentals* (prereq) Admission: Managing Applicant Records-SIS |
| UV CC Local Admin Resd | The UV CC Local Admin Resd user will have access to correct history and run queries in the pages in Campus Community specific to maintaining student residency status. | Office of Virginia Status exclusively | Contact uva-sis-trainers@virginia.edu |
| UV CC Local Admin Intl | An expanded version of UV SS User Intl for maintaining information on foreign nationals. | International Student and Scholars Program SIS local admins who maintain information on foreign national students | Contact uva-sis-trainers@virginia.edu |
| UV CC User Intl | This role enables users to maintain information on foreign nationals in support of activities in the ISSP office. | International Student and Scholars Program staff who maintain information on foreign national students | Contact uva-sis-trainers@virginia.edu |
| UV CC Viewer Intl HR | This role is used by HR to view information on foreign nationals. | Human Resources compliance staff who view foreign national student information | SEVIS Viewer Training (HR)-SIS* (strongly recommended) |
| UV CC Viewer Tax Dependency | Provides access to view the custom Tax Dependency table. | Users who need to ascertain a student’s legal dependency status | Nav Fundamentals* (SR Foundations* may be substituted) (strongly recommended) |
COMBINED LISTING OF ALL REPORTING ROLES
Discoverer for SIS Training Toolkit
* denotes online course
Role |
Description |
Typical User |
Course(s) |
| UV SR Acad User Reporting | This role provides access to student records information in the reporting environment, including access to grades, GPA, and other academic data. | Users within academic offices who need access to student records information in the reporting environment to create or run reports. | Student Records Reports - SIS (required) |
| UV SR Non Acad User Reporting | This role provides access to limited student records data in the reporting environment. It excludes information such as grades. | Users in a non-academic area, such as an auxiliary service, who need access to student records information in the reporting environment | Student Records Reports - SIS (required) |
| UV SR Unrestricted Reporting | This role provides access to non-sensitive student records data, such as the class schedule, in the reporting environment. [Users with the SR Acad User Reporting or SR Non Acad User Reporting role do not need this role.] | Users who need access to course and class information in the reporting environment | Introduction to Discoverer* (required) |
| UV SR Jeff Scholar Reporting | This role provides access to student records information in the reporting environment, including access to grades, GPA, and other academic data. Student term, program term, and student enrollment data is specific to Jefferson Scholars. | Staff at Jefferson Scholars Foundation only | Student Records Reports – SIS (required) |
| UV AD Applicant Reporting | This role allows Undergraduate and Graduate Admission users to access the applicant reporting views in Discoverer. | Undergraduate and Graduate admission users that need access to create and run reports on admission related data. | Admission Reports-SIS (required) |
| UV AD Prospect Reporting | This role allows Undergraduate Admission users to access the prospect reporting views in Discoverer. | Undergraduate admission users that need access to create and run reports on prospect related data. | Admission Reports-SIS (required) |
| UV AD SCPS Reporting | The UV AD SCPS Reporting role gives SCPS users access to run reports on the quick admit student data from the Permission to Enroll web form. | School of Continuing and Professional Studies users that need to view quick admit student data. | Introduction to Discoverer* (required) - unless already has a reporting role in SIS |
| UV AD Visiting Stdnt Reporting | The role gives Summer Session and School users access to run reports on the quick admit student data from the Visiting Student Permission to Enroll web form. | Summer Session users that need to view quick admit student data. | Introduction to Discoverer* (required) - unless already has a reporting role in SIS |
UV FA Department Reporting |
FA Department Reporting provides access to departmental financial aid reporting data | Individuals who do departmental awarding at the departmental or school level other than Law and Medicine | Contact uva-sis-trainers@virginia.edu |
| UV FA School Reporting | FA School Reporting provides access to financial aid data for Schools of Law, Medicine, and Darden | Individuals in the schools of Law, Medicine, and Darden who do awarding | Introduction to Discoverer* (required) |
| UV FA Work Study Reporting | FA Work Study Reporting provides access to financial aid data about work-study | Individuals who hire or are responsible for work study | Contact uva-sis-trainers@virginia.edu |
| UV FA SFS Full Reporting | FA SFS Full Reporting provides access to all financial aid reporting data for SFS | SFS Financial Aid staff | Introduction to Discoverer* (required) |
| UV FA SFS Limited Reporting | FA SFS Limited Reporting provides limited access to financial aid reporting data for SFS front office staff | SFS front office staff | Introduction to Discoverer* (required) |
| UV SF Departmental Reporting | This is the main role for access to Student Financials data. | Contact uva-sis-trainers@virginia.edu |
|
| UV SF Full Reporting | Access to all Student Financials reporting data. | This role is intended for central office use; all others should request UV SF Departmental Reporting | Contact uva-sis-trainers@virginia.edu |