Instructions for Completing the PeopleSoft System Access Form
The PeopleSoft System Access Form is used to request new or modify existing PeopleSoft user accounts. This includes access
to finance, human resources and student administration information. For requests involving non-Faculty, the completed
PeopleSoft System Access Form should be submitted to Peter Flores located in the Administration and Finance Office located
in the Salazar Hall, Second Floor. The request will be logged and the employee will be emailed to attend the next available
confidentiality training. Following the successful completion of training and receipt of the training certification, the forms will
be forwarded to the Vice President for Administration and Finance for approval. If access is approved you or an appropriate
administrator may contact an administrator (Finance, Human Resources, or Student Administration) to arrange functional
training. Your user ID and password will then be your SSU ID and password provided by IT upon hire.
For access involving Faculty only please visit www.sonoma.edu/cms/training for your training and information.
information is located on the first row of the information table.
The
If you have any questions about completing this form, please call Peter Flores at 664-3486.

“New User”, “Modify User”, “Re-Approval” - Please select the description that best describes the situation. “New
User” should be selected if this employee has never had an account established in PeopleSoft. “Modify User” is
appropriate for those who have an existing account that is active, but requires a security modification because of a change
in the person’s position and job responsibilities. “Re-Approval” is appropriate for those who have an existing account that
is inactive (because they did not complete the “Re-Approval” process in May 2003 and requires reactivation of their
account).
Employee Information:
The fields should be filled out as follows:
Provide the name of the employee for whom the account is being requested including first
Name
name, middle initial and last name.
This is the employee's identification number assigned in the PeopleSoft system. If you do not
PS Empl ID:
have this number, or the individual is a new employee, leave this field blank.
This is the Sonoma State University email address of the employee for whom the account is
Email Address
being requested. This information is especially critical for Faculty who may not use the
conventional SSU email address.
This is the Sonoma State University work phone number of the employee for whom the account
Work Phone #
is being requested.
This is the CSU Classification Title or the Working Title for all MPP’s. Please reference the
Position/Job Function
position level (e.g. Administrative Support Coordinator – Level I) for those positions that have
multiple skill levels.
Please indicate if the employee is a student at Sonoma State University, includes those enrolled
Student?
through fee waiver.
This is the department name for the employee for whom the account is being requested.
Department
Please indicate if the employee is employed as a Student Assistant of any type (Student
Are you a Student
Assistant, Bridge, Work Study) at Sonoma State University.
Assistant?
Human Services (07/03)
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Appropriate Administrator Action:
These fields should be completed as follows:
For access to financial information, including purchasing and accounting information, please
Specify the type of
check the box titled “FIN”. For access to employee information, including information such as
security request below:
employee name, address, phone number and job history (salary, classification, dates of
employment), please check the box titled “HR”. For access to student information, including
information such as student name, applicant name, address, phone number and student records
(enrollment, financial aid information, dates of enrollment), please check the box titled “SA”.
While it is helpful for you to specify the type of access that is desired, final approval and system
access is dependent on the final analysis made to determine the appropriateness of the request
based on the employee’s job description.
Role
For the majority of users, the role will as follows:
Administrative Coordinator - For support staff in non-academic departments, this role
provides restricted access to employee data by department.
Staff
For appropriate administrators in non-academic departments,
Appropriate Administrator - this role provides restricted access to employee and job data by
department.
Staff
For support staff in academic departments, this role provides
Administrative Coordinator - access to general student data and provides restricted access to
employee data by department.
Academic Dept
For appropriate administrators in academic departments, this
Administrative Manager – role provides access to general student data and provides
restricted access to employee and job data by department.
Academic Dept
For appropriate administrators and support staff, provides
access to special query for departmental attendance clerks
to assist in preparation of monthly hourly and student payroll;
this role may be in addition to one of the above listed roles.
EE Voucher Guide
For Faculty, this role provides access to student data for
advising students and inputting grades
Faculty
For all other roles, please consult with your CMS representative, email Peter Flores at
peter.flores@sonoma.edu or simply provide the name of another individual whose PS access
should be mirrored.
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