Request for Enterprise Systems Access (ESA) Form Frequently Asked Questions
- When do I need to submit an Enterprise Systems Access Request form?
- If my office moves to a different location on campus and I just need my phone moved (no change in access) do I still need to use this form and process?
- Why does Webster utilize this procedure for granting access to enterprise systems?
- Once my access request form is filled out, where do I send it?
- How will I, the employee, know that my access to enterprise systems has been granted?
- How long does it take for my access request to be completed?
- Can I, as a supervisor, submit a work order (incident report) and access form before my new employee starts work?
- What if I am transferring to another department or campus within the University?
- What happens if I submit a form that is missing the required information and/or signatures?
- Where do I find help with questions concerning the Enterprise Systems Access Request Form?
When do I need to submit an Enterprise Systems Access Request form?
An Enterprise Systems Access Request form and a work order (incident report) needs to be filled out when:
- A new employee has been hired and will need access to CX (CARS), Novell (Webster Groves campus only), a CX (CARS) printer, a university telephone, and/or a long distance code
- An employee transfers from one campus or department to another, and needs additional or different permissions.
If my office moves to a different location on campus and I just need my phone moved (no change in access) do I still need to use this form and process?
A physical move of an office has its own procedure, and the coordination of moving phones is part of that procedure. Therefore, it would not be necessary to use this form and this process for moving a person’s phone to a new office location.
Why does Webster utilize this procedure for granting access to enterprise systems?
In order to ensure privacy and confidentiality for Webster employees and our students, the university utilizes specific security procedures regarding how information is handled. The access request forms, and its accompanying procedures, reflect current generally accepted security compliance requirements within Higher Education.
Once my access request form is filled out, where do I send it?
A completed access request form requires the signatures of both the employee and his or her supervisor, as well as the employee's CX (CARS) number and the access they need. A completed form is then attached to a work order (incident report) placed by the supervisor. See Page 1 of the Enterprise Systems Access form for detailed instructions.
Send completed forms to the Help Desk:
| Email: | support@webster.edu |
| Telephone: | 866-435-7270 or 314-968-5995 |
| Fax: | 314-246-3174 |
| Inter-office Mail: |
Webster University Help Desk
200 Hazel Avenue |
How will I, the employee, know that my access to enterprise systems has been granted?
You will receive email messages sent to your Webster University email account from Information Technology, listing your CX (CARS) username and password, your Novell username and password (Webster Groves campus only), and your phone system information. You will be required to change your password the first time you log in to CARS and Novell.
How long does it take for my access request(s) to be completed?
From the date the completed form is received in Information Technology, it takes approximately 48 hours for your access to various enterprise systems to be generated. If you have not received an email from Information Technology with your access information within 48 hours, please call the IT Service Desk with your work order (incident report) number to check on the status of your request (see IT Service Desk contact information below).
Can I, as a supervisor, submit a work order (incident report) and access form before my new employee starts work?
In order for your employee to have the proper access to CX (CARS), Novell, and the phone system on their official first day of work, you should meet with the employee one or two weeks before their start date. Have them fill out their Human Resources paperwork, as well as sign the Enterprise Systems Access Request form. Human Resources, Academic Affairs, or other authorized administrative departments must enter a work record into CX (CARS) before Information Technology can grant access to enterprise systems. Then, you must enter the employee's CX (CARS) ID number on the access request form, and the employee must sign the form. Depending on what access has been requested, an email message(s) containing access information will be sent to the employee’s Webster University email account once access has been granted.
What if I am transferring to another department or campus within the University?
Access permissions for your previous position will be deleted on the effective date of your transfer. Your new supervisor must submit an access request form for permissions in your new department or campus - EVEN IF YOUR PERMISSIONS REMAIN THE SAME!
What happens if I submit a form that is missing the required information and/or signatures?
Information Technology will contact the supervisor who submitted the form and request that a completed form be submitted. IT will hold a work order (incident report) open for 30 days. If, after 30 days, a completed form is not received, the work order (incident report) will be closed and the supervisor will need to begin the process over again.
Where do I find help with questions concerning the Enterprise Systems Access Request Form?
For clarification of ESA form fields, please visit the ESA Form Field Definitions page.
Please contact the Webster University IT Service Desk with any Information Technology questions:
| Telephone: | 866-435-7270 or 314-968-5995 |
| Email: | support@webster.edu |
| Incident Report: | Enter Incident Report |
Check the Help Desk web site for hours of operation.
470 East Lockwood Avenue