ARTICLE INTENDED FOR:

Faculty and staff Starfish users

INTRODUCTION:

This document addresses how faculty and staff can request access to Starfish.

STEP-BY-STEP INSTRUCTIONS:

STEP 1: Complete FERPA and Starfish Training Modules

In order to access Starfish as a faculty/staff member, you are first required to complete Penn State’s FERPA Tutorial and Quiz and the Starfish Orientation. If you do not complete these trainings, a Starfish role will not be assigned. Both of these courses can be found in Penn State's Learning Resource Network (LRN). Once in the LRN, you will need to log in and authenticate with your Penn State Web Access account in order to take these courses.

1. Complete Penn State’s FERPA Tutorial and Quiz.
   

• • For most users, this was probably done on accepting employment at Penn State.
  • If you believe you have already taken the course, you should check your LRN transcript to verify that this step has been completed. Your transcript can be found under the “Learning” menu item in the LRN.

2. Complete the Starfish Orientation.
   
   • You will need to authenticate via Web Access, then click “Launch” to start the module.
   • Once launched, follow the on-screen instructions.

STEP 2: Requesting Access to Starfish

1. Go to the Starfish Info website to view all Starfish roles.
2. Determine the most appropriate role(s) for your job function by clicking on a role name to see its associated privileges and request procedures.
   
   • Users may have multiple Starfish roles and will inherit the highest-level privileges among the roles.
   • Users should use the fewest number of roles needed for the fulfillment of their job responsibilities.
3. For automatically assigned roles, Starfish roles are derived from LionPATH information and updated nightly.
   
   • Use these Knowledge Base resources to learn how to log in and the basics of working with Starfish.
   • Other self-help resources can be found on the Starfish Info website under how-to guides for faculty/staff.
4. For undergraduate student employee roles, contact your supervisor and ask them how you can get Starfish access for your role.
5. For general-use roles and restricted roles (including unit-specific roles and World Campus roles), Starfish roles must be requested by the user through the Starfish Role Request System (SRRS):

1. 1. Click the link to the Starfish Role Request System (SRRS). The “Welcome to the Starfish Role Request System” screen is displayed.
   2. Click the “LOGIN” button. It may be necessary to log in via Web Access.

1. 3. Click the “New Account Request” button.

NOTE: If you have not completed the Starfish Orientation, a link to the orientation module will be displayed.

1. 4. On the “Request Roles” screen, search or browse for the role(s) you are requesting.

1. 5. Review the role description to ensure that the role is appropriate for your job needs.
   6. Select your manager from the dropdown menu.

1. 5. 
      

   6. —OR—

      If someone else should approve your Starfish request, click “Search for my manager,” enter their name or user ID, and select the appropriate person from the list.

NOTE: Roles requested through the SRRS require approval from your supervisor, Starfish data steward, and in some cases, the parent office.

1. 7. You may see additional fields with options related to the specific role you are requesting (e.g., organization, kiosk, or service). If you see any of these extra fields, select only the items that you know apply to your particular job needs. If you make an error in your selections, these can be corrected later in the approval process.
   8. Click on the checkbox to agree to policies on student records and confidentiality.

1. 9. Click “Request Role” to submit the request.
   10. Wait for manager approval (see Steps 3 and 4). 

6. If your job responsibilities do not match a currently configured role, contact the Starfish Administrator for guidance.

STEP 3: Manager Options After Receiving Request (For SRRS Requests Only, see 2.5)

When your manager receives the request, they can perform one of the following actions:

• Approve – requests are forwarded to your manager.
• Reject – requests are returned to you with comments on why the request was rejected.
• Return – requests are returned to you because additional information is needed to process the request. Returned requests can then be resubmitted for approval upon updating the request with required information.
• Edit – only minor changes are necessary for approval. You can edit and approve the request.

STEP 4: Review the Request Status (For SRRS Requests Only, see 2.5)

When the status of your request is updated, you will be notified by email. NOTE: Request fulfillment through the SRRS typically takes 24–72 hours.

1. When you receive a role request status email, click the link in the email to view your submitted requests.
2. Select “Requests” from the left navigation pane to view the request details.

3. Select the “Process ID” to view the request details.

STEP 5: Access and Use Starfish

1. Consult these Knowledge Base resources to learn how to log in and the basics of working with Starfish.
2. Review other self-help resources on the Starfish Info website under how-to guides for faculty/staff.

LINKS:

• Starfish: User Policies and Expectations
• Starfish: Log In to Starfish
• Starfish: Basics of Working with Starfish
• How-To Guides for Faculty/Staff
• All Starfish Roles