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Albert SIS Role Descriptions & Training

This page provides details on the descriptions and training available for specific roles within the student information system. For certain roles specified below, training must be completed before access can be granted. Training requirements are based on the specific role selections that are made on the account request form. Additionally, new Albert SIS users must also complete the FERPA tutorial & quiz.

Please note that Albert SIS & Brio Account Requests can be submitted by authorized requesters only.

 
Admissions
Admissions Summary - Page 1 Description
This role is appropriate for individuals who need to view a summary of the applicant and his/her status in the admissions process.

The role assigns view access to the Applicant Summary - 1 page. This page provides Application Data (basic Program/Plan information), Biographical Information, Contact Information, Checklist Information (application requirements), and Service Indicator Information (flags). In addition, Recruitment Categories (student contacts with NYU Admissions), housing interest and notification plan (Regular or Early Decision) information also display on this page.
No training available/necessary.
Admissions Summary - Pages 1 & 2 Description
In addition to all the access from "Admissions Summary - Page 1", this role includes high school and college statistics, test scores, evaluations (if used), and Student Group information (which are categories, or "groups" of students, e.g. scholar groups).
No training available/necessary.
Bursar
Account Viewer Description
Student account information - displays account balances, transaction amounts and amounts unpaid to date
No training available/necessary.
Financial Aid
Financial Aid - Awarding Description
This role is appropriate only for those individuals in schools who are authorized to post scholarship and / or stipend aid for their students. This role is restricted, and requires training and approval.
Training Requirement: Contact Financial Aid office for details.
Financial Aid - View Description
This role is appropriate for those individuals who need to view financial aid information, including anticipated student aid, comments left by Office of Financial Aid staff, loan status, and general Financial Aid status information. This role required training and approval.
Training Requirement: Contact Financial Aid office for details.
University Registrar
Advisor Center Access Description
Allows access to student data including Bio/Demo data, Class Schedules, Grades, the Degree Audit Report (Academic Requirements), Transcripts, Transfer Credit, Test Credit, Service Indicators (Holds for XAC-Advisor Clearance Required), and Academic Program History.
Training Available: CS300: Advisor Center (iLearn Course)
Internal Memo Management Application Access Description
Access will be granted to the Internal Memo Management Application which is used by school administrators to send memos to the Degree Audit area of the University Registrar's office. Memo types include Course Substitution,Transfer Credit, Major/Minor Completion, Completion of Requirement / Waiver and Miscellaneous. This application is external to PeopleSoft/Albert.
No training available/necessary.
Advisor Assignments Access Description
Allows access to assign advisees.
Training Available: CS400: Advisor Batch Load Process (iLearn Course)
Advisor Clearance Access Description
This option requires selection of either the Enrollment View or Enrollment Update Role. Allows access to release the XAC-Advisor Clearance Required holds
Training Available: CS200: Enrollment & CPP (iLearn Course)
Career/Program/Plan - Update Access Description
Gives update access to Career, Program, Plan, and Maintain Student Term Enrollment Limits (Equivalency).
Training Requirement: CS200: Enrollment & CPP (iLearn Course)
Course Catalog - View Description
Gives view access to the course catalog
No training available/necessary.
Dean's Academic Hold Description
This option requires selection of either the Enrollment View or Enrollment Update Role.

Note: Accounts granted an Enrollment role are automatically granted view access to All Service Indicators. ONLY check the box for this role if Place/Release access to the Dean's Academic Hold is required.
No training available/necessary.
Dean's Hold Description
This option requires selection of either the Enrollment View or Enrollment Update Role.

Note: Accounts granted an Enrollment role are automatically granted view access to All Service Indicators. ONLY check the box for this role if Place/Release access to the Dean's Hold is required.
No training available/necessary.
Enrollment - Update Access Description
Gives update access to enrollment and view access to Term Activation, Term History, Student Groups, Appointments, Student Services Center, Enrollment Summary, Enrollment Request Search (enrollment audit), Enrollment Requirements (pre-reqs and restrictions), Bio-Demo data, Transcripts, Degree Audit, Class Rosters, Class Permissions, and Instructor Schedules. With appropriate row-level security users will be able to remove Advisors holds and place and release other holds.
Note: Degree Audit allows users to view the Degree Audit Report, including advisor notations and exceptions entered for individual students. Enables users to do a 'What-If' scenario to audit students under a different program. The Degree Audit is available to all undergraduate schools, except for: SCPS Tisch Center, STEIN.

View access to Academic Records related Service Indicators is also given.
Training Requirement: CS200: Enrollment & CPP (iLearn Course)
Enrollment - View Description
Gives view access to Term Activation, Term History, Student Groups, Appointments, Student Services Center, Enrollment Summary, Enrollment Request Search (enrollment audit), Enrollment Requirements (pre-reqs and restrictions), Transcripts, Class Rosters, Class Permissions, and Instructor Schedules. With appropriate row-level security users will be able to remove Advisors holds and place and release other holds.

View access to Academic Records related Service Indicators is also given.
Training Available: CS200: Enrollment & CPP (iLearn Course)
Schedule of Classes - Limited Maintenance Description
Gives update access to the Schedule of Classes and view access to Class Rosters, Class Permissions, Enrollment Requirements (pre-reqs and restrictions), Combined Sections and Instructor Schedules.
Training Requirement: CS100: Building the Schedule of Classes (iLearn Course)
Schedule of Classes - View Description
Gives view access to Schedule of Classes, Class Rosters, Class Permissions, Enrollment Requirements (pre-reqs and restrictions), Combined Sections and Instructor Schedules.
Training Available: CS100: Building the Schedule of Classes (iLearn Course)
Reporting
UDW - Undergraduate Admissions Description
Selecting this option will submit a request for access to tables and views created from Albert SIS admissions source system. Typically for advanced ad-hoc reporting users and/or ancillary systems.
No training available/necessary.
UDW - Graduate Admissions Description
Selecting this option will submit a request for access to tables and views created from Albert SIS admissions source system. Typically for advanced ad-hoc reporting users and/or ancillary systems.
No training available/necessary.
Interactive Reporting (Brio) - Basic EPM Dashboards Description
Selecting this option will give the individual access to the full set of reports and data extracts available via the Student Records Interactive Reporting (formerly known as Brio) dashboard. Neither advanced reporting skills nor familiarity with the EPM reporting structures are needed to use the dashboard. This option should be selected for anyone who is not very proficient in using the Brio reporting tool and does not have a solid understanding of the EPM reporting structures.

When this option is selected the individual will only be required to participate in Student Records Interactive Reporting (formerly known as Brio) Dashboard related training.
Training Available: CS901: Student Records Reporting Dashboard Tutorial (iLearn Course)
Interactive Reporting (Brio) - Basic EPM Dashboards & Ad-hoc Reporting - Student Records Description
Selecting this option will give the individual access to an additional set of advanced Student Records queries as well as the full set of reports and data extracts available via the Student Records dashboard.

Brio is a dashboard and ad-hoc reporting tool permitting users to access content on the Brio portal, including access to specific data sources (eg. UDW, EPMPROD). Adding a new user to permit them to access the Interactive Reporting (Brio) portal (including specific folders and reporting content), run reports, create queries, reports, export data, etc.
Training Available: CS901: Student Records Reporting Dashboard Tutorial (iLearn Course)
UDW - Student Records Description
Selecting this option will submit a request for access to tables and views created from Albert SIS student records source system. Typically for advanced ad-hoc reporting users and/or ancillary systems.
No training available/necessary.
UDW+ Dashboards - Student Records Description
UDW+ Student Academic Management Dashboard is an interactive online dashboard that includes various reports and graphical analysis on the Student data currently available in UDW+. It allows users to look at summary student information and drill through to detail. It attempts to replicate the 'Interactive Reporting (formerly known as Brio) operational dashboards' The dashboard has quick processing speed, a nightly refresh scheduled and all data can be exported.

Access includes:
'Dashboard Overview': A page that contains links to the new version of the 'Brio Operational Dashboards' (S1, S2, etc.). (This is a work in progress). 'Registration Summary': A dashboard page that allows a quick overview of registrations broken out by various attributes. The summary page has links to drill through to student lists.
'Study Away': A dashboard page that allows users to select various criteria and view study away student on a map. It also provides a detailed student list. More student information is available by drill through to student lists.
'Study Away': A dashboard page that allows users to select various criteria and view study away student on a map. It also provides a detailed student list. More student information is available by drilling down on an individual student.
'Student List': A dashboard page that can be used to generate a list of students based on user inputted criteria. Or can be used as 'drill to page' from the registration summary.
'Student Detail': A dashboard page that shows a student's historical CPP as well as class enrollment information.
Training Requirement: STU010: UDW+ SR Reporting
UDW+ Ad Hoc - Student Records Description
UDW+ Student Data for Ad Hoc Users is a data query environment in UDW+.
Currently there are 3 subject areas available: Degrees (conferred), Class Enrollment, and Term Registration.
Training Requirement: STU050 (In-person Training) & STU010: UDW+ SR Reporting
UDW - Financial Aid Description
Selecting this option will submit a request for access to tables and views created from Albert SIS financial aid source system. Typically for advanced ad-hoc reporting users and/or ancillary systems.
Training Requirement: Financial Aid office provides in-house training