Request UBI Access
UBI System Access Requests are handled through Workday. All new requests should be made using the System Access Requests application on your Workday home Page. It is highly recommended that all required training is completed before submitting a request.
- Determine which role or role(s) you should request from the UBI Roles/Responsibilities information below.
- UBI System Access Requests are handled through Workday. All new requests should be made using the System Access Requests application on your Workday home Page.
- Once you have opened the application, select UBI Access Requests. More detailed instructions on completing an Access Request are available in the University Business Intelligence section of How to Request Access to UVA Systems.
- If you have not already done so, complete the online training for UBI in Workday.
- If you are a new Finance user, including Student Finance or Financial aid, you must take Intro to Qlik Sense and GLBA and Safeguarding Student Financial Information
- If you are a new Student user, you may take Intro to Qlik Sense or Intro to UBI – SIS, which is oriented to Student data. You need not take both, even if you are requesting access to both Finance and Student data; however, you may find it helpful. See the Training page for more information. Additional classes and workshops may be offered on the Training page but do not meet this requirement.
For more information on how access to UBI is managed, review the UBI Access Management Procedure.
UBI Roles/Responsibilities
The following are the roles that may currently be requested for UBI.
| Subject Area | Role | Description |
|---|---|---|
| Admission | Admission data is subdivided into a number of different roles which correspond to the different Application Centers in SIS. These mostly (but not always) correspond to Graduate Schools. You will need to select the role or roles containing the data you need for your job | |
| EDW_P_Admissions: Data Science | ||
| EDW_P_Admissions: Grad Batten Leadership & Public Policy | ||
| EDW_P_Admissions: Grad Darden School of Business | ||
| EDW_P_Admissions: Grad McIntire Darden | This application is for a joint Darden/McIntire program and requires approval by both schools | |
| EDW_P_Admissions: Grad McIntire School of Commerce | ||
| EDW_P_Admissions: Grad School of Engineering & Applied Science | ||
| EDW_P_Admissions: Grad School of Architecture | ||
| EDW_P_Admissions: Grad School of Arts & Sciences | ||
| EDW_P_Admissions: Grad School of Education | ||
| EDW_P_Admissions: Grad School of Medicine | This contains applicants to the Biomedical Sciences programs in the School of Medicine, not the Medical Doctor program. | |
| EDW_P_Admissions: Grad School of Nursing | ||
| EDW_P_Admissions: Post Bac Pre Med | The Post-Baccalaureate Pre-Med Program | |
| EDW_P_Admissions: School of Law - J.D. | ||
| EDW_P_Admissions: School of Law - Grad Studies | ||
| EDW_P_Admissions: School of Medicine | This contains applicants to the Medical Doctor program. | |
| EDW_P_Admissions: SCPS | ||
| EDW_P_Admissions: Summer Language Institute | ||
| EDW_P_Admissions: Undergraduate School of Continuing Prof Studies | This includes applicants to the BIS program | |
| EDW_P_Admissions: Undergraduate Admission | This includes applicants to the traditional undergraduate programs in all schools except SCPS. Access is rarely granted. | |
| EDW_P_Admissions: UVA Advance | This contains applicants to UVA Advance, the Summer College Experience for Talented High School Students. | |
| Finance | Finance EDW_P_Finance |
This role gives access to all Financial System data available in UBI. This includes legacy data from the Integrated System, and beginning in July 2022, data from Workday Financials. GLBA (Gramm Leach Bliley Act) training is required for users requesting SIS roles that give access to student financial information. GLBA training is searchable in Workday as “GLBA and Safeguarding Student Financial Information” and must be completed before access is approved. |
| Financial Aid | EDW_P_FAID_Department |
This role gives access to SAFM data and is used by individuals who do financial aid awarding at the Department or School level (except for Law, Darden and Medicine). Individuals in the School of Law, School of Medicine or Darden School of Business should request EDW_P_FAID_Prof_School instead (listed below). In your System Access Request please indicate what your job responsibilities are that require this UBI role, and be as specific as possible.
GLBA (Gramm Leach Bliley Act) training is required for users requesting SIS roles that give access to student financial information. GLBA training is searchable in Workday as “GLBA and Safeguarding Student Financial Information” and must be completed before access is approved. |
| EDW_P_FAID_Prof_School |
This role is only available to employees in Student Financial Services and the financial aid offices in the School of Law, School of Medicine and Darden School of Business. In your System Access Request please indicate what your job responsibilities are that require this UBI role, and be as specific as possible.
GLBA (Gramm Leach Bliley Act) training is required for users requesting SIS roles that give access to student financial information. GLBA training is searchable in Workday as “GLBA and Safeguarding Student Financial Information” and must be completed before access is approved. |
|
| Student Finance | EDW_P_Student_Finance |
This role gives access to data from the Student Financials module in SIS and is available to employees with responsibilities in SAFM, financial aid awarding and/or reconciliation or who provide technical support for these purposes. In your System Access Request please indicate what your job responsibilities are that require this UBI role, and be as specific as possible.
GLBA (Gramm Leach Bliley Act) training is required for users requesting SIS roles that give access to student financial information. GLBA training is searchable in Workday as “GLBA and Safeguarding Student Financial Information” and must be completed before access is approved. |
| Student Records | EDW_P_SR_Full_Student |
This role gives access to all the available Student Records data in SIS. The data is personally-identifiable and contains sensitive items such as grades and GPAs. The University Registrar will grant access only if an adequate need is described in the System Access Request. |
| EDW_P_SR_Ltd_Student |
This role gives access to a subset of the data available in EDW_P_SR_Full_Student. It contains personally-identifiable data and information about the programs students are enrolled in, but does not contain grades, GPAs, or class enrollments. It is typically used by university offices and auxiliaries that need to know the enrollment status of a student, but not all the detailed information available in EDW_P_SR_Full_Student. However as it does contain identifiable student information, the University Registrar will grant access only if an adequate need is described in the System Access Request. |
|
| EDW_P_SR_Non_Student |
The role gives access to a subset of the data available in the above two roles. It contains course, class and instructor information, but no student identifiable data. |