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Overview
Solution Specialists receive a Microsoft Security email when users request access to an application to be used via our Sault College account. As an admin, we play a crucial role in granting or denying access to these applications. This article provides instructions on how to handle such requests effectively.
Target Audience
Solutions Specialists
Scenario: Surge Learning Admin Consent Request
Let’s consider an example where a user requests admin consent for the application “Surge Learning.” You received the following email:
Subject: Please review the admin consent request for Surge Learning by March 16, 2024
You received an admin consent request for Surge Learning. Please review and respond to this request by March 16, 2024. This is your reminder notification about this request.
Steps to Address Admin Consent Requests
Follow these steps to manage admin consent requests:
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Review the Request:
- When you receive an admin consent request email, carefully read the details provided. Understand which application the user is requesting access to.
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Evaluate the Request:
- Consider the context of the request. Typically we don’t want to approve requests from students directly, rather, a faculty request will be required.
- If the request is from a student, follow these guidelines:
- Faculty Review: If the application access is required for the student’s program, instruct the student to ask their faculty to submit a ticket for review. Faculty members can provide additional context and ensure that the request aligns with the program’s needs.
- Personal Account Option: If the application is not essential for the student’s academic requirements, advise the student to use a personal account (rather than their Sault College MS account) to log in. This way, they can access the application without requiring admin consent.
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Communicate with the User:
- Reply to the user’s request via email. You can use the following template:
Denial - Request for Atlassian - reply
Subject: Request for Atlassian Access
Hi {User first name},
I wanted to follow up on your recent request for admin consent to use Atlassian products with your Sault College Student account. After reviewing the request, we believe that our existing Microsoft tools can effectively meet your needs for collaboration and task management.
We have several Microsoft products available that offer similar functionality, including:
- Microsoft Teams: For chat, video meetings, and file sharing.
- Microsoft Planner: For task management and tracking.
- OneNote: For note-taking and organizing work.
- SharePoint: For document management and collaboration.
These tools are well-integrated with our existing Microsoft services and should provide the functionality you require.
If you still feel that Atlassian is necessary for your work, I recommend discussing this with your faculty member. They can then raise it as an IT ticket for further consideration.
Thank you for your understanding, and please let me know if you have any questions or need assistance with the Microsoft tools.
Best regards,
[Your Name]
Denial - Request for ArcGIS - reply
Dear [User’s Name],,
Thank you for your request to access ArcGIS. If ArcGIS is essential for your academic program, please ask your faculty to create an account for you. At this time, IT doesn’t have your Sault College domain account linked to ArcGIS.
Take care,
[Your Name]
Denial - General Request - reply
Subject: Re: Admin Consent Request for {Application Name}
Dear [User’s Name],
Thank you for your request to access {Application Name}. We appreciate your interest in this application. Unfortunately, at this time, we are unable to approve access to this website using your Sault College account.
Based on our review, we recommend the following:
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Academic Program Access:
-
If logging into {Application Name}, using the Microsoft Login and your college account, is essential for your academic program, please ask your faculty to submit a ticket for review by Information Technology Services.
- Non-Academic or Short Term Use:
-
If {Application Name} is not directly related to your studies or is for short-term use, consider using a personal account to log in. Keep in mind, a Sault College account is not required to access this website.
Note: Your Sault College account is a Microsoft account. If you choose the “Log in with your Microsoft Account” option on their website, be sure to use a personal Microsoft account or choose another method provided by the website, such as using your email address.
If you have any further questions, feel free to reach out.
Best regards,
[Your Name]
Denial - Request for Adobe Acrobat - Reply
Dear {Name},
Thank you for your request to access Adobe Acrobat. We appreciate your interest in this application. I believe your request is to have access to Adobe Acrobat Pro (Writer).
Based on our evaluation, we recommend the following:
- Academic Program Access:
- If you are registered in the Graphic Design or E-Learning Programs you will already have credentials to login to this Adobe related software, please reach out to your faculty member for assistance.
- If you are not registered in one of these programs, then a license hasn’t been purchased for your program.
- If access to this software is essential for your program, please speak to your faculty member who will need to submit a ticket for review.
- Non-Academic or Short-Term Use:
- If Adobe Acrobat Writer is not directly related to your studies or is for short-term use, consider using a free alternative such ad PDF Gear.
Note:
- If you request is for the Adobe Reader program, no account or login is required. But if a login is needed you won’t be able to use the “Login with a Microsoft Account” option, please use “Login with Email”
If you have any further questions, feel free to reach out.
Best regards,
{name}
Denial - Request for Adobe Reader - Reply
Dear {Name},
Thank you for your request to access Adobe Acrobat Reader. We appreciate your interest in this application. Unfortunately, at this time, we are unable to approve access to this program using your Sault College account.
Based on our evaluation, we recommend the following:
- Academic Program Access:
- If Logging into Adobe Acrobat Reader is essential for your academic program, please ask your faculty to submit a ticket for review by Information Technology Services.
- Non-Academic or Short Term Use:
- If Adobe Acrobat Reader is not directly related to your studies or is for short-term use, consider creating a new Adobe account using a personal email address to login. Adobe Reader doesn’t have any associated costs for use.
Note:
- Your Sault College account is a Microsoft account. If you choose to log in with a Microsoft account, be sure to use a personal Microsoft account or choose another method provided by the website.
- If you are currently registered in the Graphic Design or E-Learning Programs you may already have credentials to login to this Adobe related software, please reach out to your faculty member for assistance.
- Using the Adobe Reader program doesn’t require an account and can be used without logging in.
If you have any further questions, feel free to reach out.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Office Addins - This is valid until our Academic Labs are updated to the newest version of MS Office 365
Dear {Name},
Thank you for your request to access {Office Addin name}. We appreciate your interest in this application. Unfortunately, at this time, we are unable to approve access to add-ons.
Based on our review, we recommend the following:
Academic Program Access:
If {Office Addin name} is essential for your academic program, please ask your faculty to submit a ticket for review by Information Technology Services.
Possible work around:
If {Office Addin name} is not directly related to your studies requirements or is for short-term use, if you have access to a personal Microsoft license, consider using this accout to login to MS Office.
This limitation only occurs with the newest version of Microsoft Office programs. Older versions of MS Office are connected to an alternative Add-in library and isn't affected by this limitation. As and FYI: It is still possible to access add-ins, without approval, in the College Academic Labs or Library, as we haven't upgraded to the newest office version in the academic environment as of yet.
Note: Your Sault College account is a Microsoft account. If you choose to access a software resource by logging in with a Microsoft account college policies will apply. If you have a personal MS account, be sure to use that as your login account or choose another login method provided by the website.
If you have any further questions, feel free to reach out.
Best regards,
[Your Name]
Approval - General Request
Dear {Name},
Thank you for your request to access {Application Name}. We appreciate your interest in this application.
Great news !! Your request has been approved and is currently available for your use, and the college community.
If you have any further questions, feel free to reach out.
Best regards,
[Your Name]
Denied - Celtx
Hi {Name}
I’m reviewing your request for using your Sault College account to login to Celtx. By design, your Sault College account isn’t configured to access our Celtx subscriptions.
In order to gain access to Celtx:
- You must be part of a college program that uses Celtx as a resource.
- Your faculty member will have created an account for you on the Celtx website.
- If the above two steps are complete: When logging in to Celtx, do not use the “Sign in with Microsoft” option (see image below). This option will attempt to connect you using your Sault College account, which we currently do not support. Instead, enter your email address and password in the top portion of the login screen. This will allow you to log in to your Celtx account directly.
Note: Both your Celtx username and your college domain email are in the same format {first.last@student.saultcollege.ca}.
Note: When logging into College computers your will be using {studentnumber@saultcollege.ca}
For detailed instructions on how to login to Celtx, please read this article: https://saultcollege.teamdynamix.com/TDClient/53/Portal/KB/ArticleDet?ID=4523
If you need additional support, please speak to your faculty member.
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Denial - Zoom
STUDENT REQUESTS
Dear {username},
We appreciate your interest in using Zoom through your college account. However, I regret to inform you that our institution exclusively owns and supports MS Teams as our primary platform for virtual meetings and collaborations.
While we are unable to host Zoom meetings, please be assured that you can still participate in them. If you encounter any difficulties in joining a Zoom session, it might be necessary to manually install the Zoom application on your device.
Please don’t hesitate to reach out to Service Desk in B1045 or 705-759-2554 ext 2504 if you have any further questions or need assistance with MS Teams. We’re here to help!
Take care,
Randy
STAFF REQUESTS
Dear {username},
We appreciate your interest in using Zoom through your college account. However, I regret to inform you that Sault College exclusively owns and supports MS Teams as our primary platform for virtual meetings and collaborations.
While we are unable to host Zoom meetings, please be assured that you can still participate in them. If you encounter any difficulties in joining a Zoom session, it might be necessary to manually install the Zoom application on your device.
NOTE: For Security reason, our Endpoint Team un-installs Zoom from user’s computers on a regular bases.
Please don’t hesitate to reach out to Service Desk in B1045 or 705-759-2554 ext 2504 if you have any further questions or need assistance with MS Teams. We’re here to help!
Take care,
Randy
Additional Notes
- Admin consent requests provide a secure way to grant access to applications while maintaining control.
- Reviewers designated by the Security Team receive email notifications for incoming requests.
- Remember that designating someone as a reviewer does not elevate their privileges; they must have the necessary permissions to grant admin consent.