Campus DL Access Request
This article covers how Department IT Coordinators can submit a Campus DL Access Request to allow an administrative account and specific users of that administrative account access to send emails to the Campus Distribution Lists.
The Campus Distribution Lists are:
- DL-Campus Employees
- DL-All-Faculty
- DL-All-Staff
- DL-Full-Time Faculty
- DL-Part-Time Faculty
- DL-Full-Time Staff
- DL-Part-Time Staff
- DL-Management
1. Log in to the IT Service Desk through the direct link or from the campus portal.
2. Select Other Services
3. Select Campus DL Access Request.
4. Type the name of the administrative account that will be sending emails to the campus DLs or click the magnifying glass icon to look up available accounts.
4.1. Select the administrative account.
You will only see administrative accounts that are in the department(s) that you have access to as a DITC. If you do not see a particular administrative account, please contact [email protected].
5. Select the department that this administrative account belongs to from the drop-down menu.
You will only see the department(s) that you have access to as a DITC. If you do not see a particular department, please contact [email protected].
6. Click on the padlock icon to add the users who have access to this administrative account.
You should include the names of all users who will be accessing this administrative account to send emails to Campus Distribution Lists.
6.1. Type the name(s) of the users who have access to this administrative account. You can also use the magnifying glass to look up users.
- Type the name of the user you want to add. Select the name when it appears below.
- Use the magnifying glass to look up a user. This can be helpful if you are unable to find the user by typing their name.
- Use the Add Me button to add yourself without having to do a lookup.
- To remove someone from the list, click on the name and then click the Remove button.
7. Enter or select the manager who is responsible for the administrative account you selected in step 3.
When you do a lookup in this field, you will see all managers on campus. Be sure to select the manager who is authorized to approve for the administrative account you selected in step 3 and/or the department you selected in step 4.
- Type the name of the user you want to add. Select the name when it appears below.
- Or use the magnifying glass to look up a user. This can be helpful if you are unable to find the user by typing their name.
8. Type the name of the Division Approver who will be approving this request. You can also use the magnifying glass to view available managers.
You may see all managers in your division in this list, so be careful to choose the appropriate division approver. The approver you choose should have division approval permissions or be a management-level delegate for division approval.
If you choose a manager without sufficient permissions, your request will be rejected by IT.
9. Place a checkmark next to the distribution list(s) that the administrative account will need access to send to.
You can select one or more of the listed distribution lists.
10. Enter the reason for this access.
Be sure your reason is detailed enough to be understood, especially in the context of the rest of the request. Your division approver and the IT division approver need to understand what content you want to send and to whom.
In the examples for this article, it is clear that IT Training wants to be able to send training-related announcements to DL-Campus Employees and that two staff members are the ones who will be sending the emails.
11. Click Proceed to Checkout when you are ready to submit your request.
12. Change the Requested for field and add Special instructions, if applicable. Then click Checkout.
- Modify the Requested For field if applicable. If someone has requested that this form be submitted, it's helpful to add their name here so they are cc'd on the email notifications for this requeste.
- Add any additional comments you have about this request in Special instructions.
- Click Checkout when you are ready to submit the form.
13. Your order has been submitted. You will receive an email confirmation shortly.
Next Steps
- The Manager responsible for Administrative Account identified in step 6 will receive an email asking them to electronically review and approve this request. They must approve it in Service-Now.
- After the Manager responsible for Administrative Account approves the request, the Divisional Approver will receive an email asking them to electronically review and approve this request. They must approve it in Service-Now.
- The VPIT will review the request. If approved, the request will move on to the next step.
- IT will check that the user(s) listed on the form have completed the Campus DL online training. If a user has not completed the training, they will be assigned the training and sent an email notification. All users listed on the form must have completed the training before the request will move to the next step.
- Once all training is completed, IT will assign the permissions to the administrative account and user(s) listed on the form.
- You will receive an email confirmation once the permissions have been assigned.
You can send the Campus DL Online Training link to the users that you identify as needing access (step 5 in this article) so they can take the training even before the request is approved. This will streamline your request as all users identified must complete training before anyone on the form is granted access.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance.
If you have already submitted the request, please have the Request Item (RITM) number available if possible.