Completing a Human Resources Access Request Form

This article covers how to complete the PeopleSoft (CMS/ERP) Access Request Form in order to request specialized access to the Human Resources system.

Please use one of the supported browsers to access ARFs in AEM:

  • Google Chrome
  • Mozilla Firefox
  • Microsoft Edge
  • Safari

1. Log into the campus portal, then access your Adobe Experience Manager (AEM) Forms Portal.

2. Use the search bar or the page numbers to search for the HR Access Request Form. Click the paper airplane icon to launch the form.

My Forms tab of AEM
  1. Type a search term into the search bar and hit Enter to search.
  2. Use the page numbers to navigate through the different forms.
  3. Click the paper airplane icon to launch the form.

3. Enter the Employee ID (CWID). Then, tab to autopopulate the other Employee Information fields.

A user needs to be active in PeopleSoft HR in order for an ARF to be submitted on their behalf. It may take a few business days for an employee's record to be activated/updated in the system. ASI and ASC employees will need to contact CMS Security to request that a profile be created for them in the PeopleSoft HR system. View what information CMS Security needs to set up an employee profile. 

Finance ARF CWID field

4. Identify the Account Action Request.                                                                                                                          

Account Action Request radio buttons

Choose whether the employee is a New User, Existing User,  or has Changed Departments.

User Type Definitions
Field Description
New User A user who does not currently have Human Resources access
Existing User
A user whose Human Resources access needs to be modified
Change Department
A user who has moved from one department to another and needs modifications to their Human Resources access

5. Next, select type of access needed: Distributed User or Central User. The appropriate fields will become available after the selection.

Type of access selection
User Type Definitions
Field Definition
Distributed User An employee that works in a campus department that is not part of central Human Resources (HRDI) operations for the entire campus (e.g. academic departments, student success centers, athletics, etc.)
Central User An employee who works in a Human Resources department that oversees the entire campus (e.g. Payroll, Talent Acquisition, Total Wellness, etc.)

5.1. The Human Resources Distributed Roles fields will be available if Distributed User access is selected.

Distributed Roles screen

5.2. The Human Resources Core/Central Roles fields will be available if Central User access is selected.

Central Users may submit ARFs for distributed access. When doing so, they should select Distributed User.

Central Roles screen

6. Click on the Human Resources Roles button that appears: either Human Resources Distributed Roles or Human Resources Core/Central Roles.

If you chose Distributed User in step 5, the tab will be called Human Resources Distributed Roles. If you chose Central User, the tab will be called Human Resources Core/Central Roles.

Human Resources Roles tabs

7. Use the drop-down menus to select the appropriate roles to add or remove access to. The Add and Remove buttons can be used to add or remove rows.

Distributed Roles that will add HRDI to the workflow to approve the access:

  • PTF, Appointments/Contract Processing
  • PTF Approval
  • Recruiting

These roles will not be granted without approval from HRDI.

Requests for PTF and Recruiting roles that are not made via the drop-down menus will be rejected.

Role selection drop-down menus
  1. Select whether to add or remove a role.
  2. Select which role needs to be added or removed.
  3. Click Add to add another row.
  4. Click Remove next to a row to remove the row.

8. The Other box allows you to specify a specific role or other access that is not listed in the Role drop-down menu. However, keep in mind that the form may be rejected if the role/access requires additional approval from HRDI and you did not make a selection in the Distributed Roles drop-down menu that loops HRDI into the workflow.

All Central User requests will be reviewed by an HR business analyst, so this does not apply to Central User forms that use the Other box.

Requests for PTF and Recruiting roles that are only listed in the Other box will be REJECTED by IT Training/CMS Security.

You must use the drop-down menus to request these roles to trigger the correct workflow to HRDI. Without HRDI approval, these roles cannot be granted.

For example, if you put a specific PageUp/Recruiting role in the Other box but did NOT select Recruiting as one of the Roles via the drop-down menu, the form will not be routed to HRDI for approval. The form will end up being sent back to the initiator so the Recruiting option can be added.

Other checkbox

9. If Distributed User roles are selected, you will need to specify the Department ID(s) for the requested roles. Click Select Department.

The Department Access field/s are required. If you do not provide the necessary Department IDs associated with the role/s being requested, your ARF will be rejected.

select departments

9.1. Place a checkmark next to all of the departments that the employee should be able to view reports for. Then click OK.

All of the departments in the employee's division will show up on this screen.

All departments in employee's division
  1. Place a checkmark next to each department for the roles selected.
  2. Then click OK.

10. Click the Signatures button.

Signatures button

11. Click the checkbox to indicate that you've completed the form. Add any comments, if necessary. Click Submit to complete the form.

Signatures screen
  1. Click the checkbox indicating that you have completed the form.
  2. Your signature and the date will autopopulate.
  3. Enter any comments, if applicable.
  4. Click Generate PDF to download a PDF version of the filled out form.
  5. Click Submit to complete the form and send it off for additional signatures.

Need More Help?                                                                                                                                                      

For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].  

For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].


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