MS Office use only
INFORMATION SERVICES DIVISION
MANAGEMENT SYSTEMS
Username:
___________
Initials:
___________
Date:
___________
Application for access to Resource Management
Databases via DeMISt applications
Instructions for completion of this application form:
1.
2.
Complete section A with the requested information in BLOCK CAPITALS.
Sign the declaration in section B to confirm that you have read and agree to abide by the Terms
and Conditions laid out in section E.
3. Arrange for your Head of Department to authorise your application in section C.
4. Scan the completed application form and email it to portico-services@ucl.ac.uk
Alternatively, post the completed form to the address below.
A User information
Complete the following in BLOCK CAPITALS:
Full name
Department
Job title/role
Telephone number/extension
E-mail address
Tick the DeMISt applications to which you require access:
Scheduling & Room Booking (Facility CMIS)
UCL user id *
Temporary CMIS password (new users only) †
* An UCL user id is a prerequisite for access to DeMISt applications and you will need to obtain one before sending
this form. If you have not yet been issued with an UCL user id, please contact your Departmental Computer
Representative and he/she will arrange this with Information Systems.
† The password you specify on this form is a temporary password which you should change once you are registered as
a CMIS user. CMIS passwords must be 8 characters or longer and must include, but may not start with, at least one
number. Special characters (eg, * or &) may not be used. CMIS passwords can be changed using the Change
Password facility which can be accessed from the menus Options | User accounts | Change password….
B User declaration
I have received a copy of the Code of Practice Governing Access to Database Records
(Annex I) and agree to abide by the prescribed Terms and Conditions of Access laid out
in section E.
Signature ..........................................................................
Date ...................................
C Authorisation by Head of Department
I approve the access requested in section A above as prescribed by the Terms and
Conditions laid out in section E.
Name of Head of Department .........................................................................................
Signature ..........................................................................
Date ...................................
E Terms and Conditions of Access to Resource Management Databases
1. Unless otherwise prescribed, the data shall remain the property of the Registrar at all
times.
2. Persons to whom access is granted may use the data only for authorised purposes and
are bound by the requirements of the Data Protection Act.
3. It is for the head of the academic department to designate the staff who will have
responsibility for specific areas of work, and the Head of Department or his/her
nominee is responsible for monitoring, controlling and maintaining security of the
accessible data within the department.
4. It is the user’s responsibility to safeguard at all times the security of the data and not
to allow any unauthorised access to them.
5. It may be necessary to limit the number of staff with authorised access in any one
department to avoid overloading the service or exceeding the licensed number of
users.
6. Any change to the arrangements described above must be authorised by the Registrar.
7. Access is granted to the named user ONLY. Changes in personnel should result in a
new application being made by any new member of staff.
8. Authorisation of access will be subject to review and renewal every two years and
Information Systems will arrange for departments to be contacted on this matter with
respect to DeMISt access.
9. Failure to abide by any of these terms and conditions may lead to withdrawal of this
authorisation.
Annex 1 – Code of Practice Governing Access to Database Records
1. Access to databases is authorised on the understanding that the persons to whom such
access is granted comply with the provisions of the Data Protection Act 1998. For further
details please refer to the following web page:–
http://www.ucl.ac.uk/efd/recordsoffice/data-protection/
The principles of the Act may be summarised as follows.
Personal data shall be:–
a) processed fairly and lawfully and shall not be processed unless certain conditions are
met;
b) obtained for specified and lawful purposes and not further processed in a manner
incompatible with that purpose;
c) adequate, relevant and not excessive;
d) accurate and, where necessary, up to date;
e) kept for no longer than necessary;
f) processed in accordance with data subjects' rights;
g) protected by appropriate security;
h) not transferred without adequate protection.
2. You are reminded, therefore, that you should not disclose the information contained in
any database to any third party, other than:–
a) those academic or administrative staff of your department who have a legitimate
interest in the information so disclosed;
b) the Provost, Vice-Provosts, Heads of Administrative Divisions of the College, or
members of their Division authorised by them to have such access.
3. In order that appropriate security is maintained:–
a) site all equipment which will be used to access the records in a secure location not
vulnerable to vandalism or theft, and where access can be restricted to authorised
personnel;
b) site VDU screens and printers so that they cannot be seen by members of the public;
c) do not leave personal details of persons displayed on the screen longer than is
absolutely necessary;
d) keep all diskettes, magnetic tape or other media in secure lockable storage when not in
use;
e) ensure that obsolete data are erased from disks/tapes;
f) establish strict procedures for the distribution, storage and disposal of printed output;
g) maintain the confidentiality of your own user identity and password;
h) change your password on a regular basis;
i) ensure that you log out of the system when not in use.
PORTICO Services
The UCL Student Information Service
portico-services@ucl.ac.uk
Information and Data Services, Registry and Academic Services.
Room B14, Wilkins Building, University College London, Gower
Street, London WC1E 6BT.
+44 (0)20 7679 0637
http://www.ucl.ac.uk/ras/portico