110-25 Employee Computer Account and Training Management

Category: 
Administration
Sub-Category: 
IT & Communications
Subject: 
Employee Computer Account and Training Management
Policy Number: 
110-25
Effective Date: 
January, 2015
Next Review Date: 
January, 2017
Responsible Manager(s): 
Human Resources Manager
Information Systems Manager
Purpose: 

To facilitate computer account and training requests for staff.

Policy: 

Employees are provided with the proper computer accounts and receive appropriate computer-related training as part of the onboarding process, and continued training as necessary. Training is completed in a timely manner. Upon separation, appropriate action is taken to secure or disable accounts.

Procedure: 
  1. To ensure that these tasks are completed correctly and within the necessary amount of time, Student Health & Counseling Services (SHCS) Human Resources (HR) staff and supervisors use the Electronic Personnel Action Form (ePAF) system to track staff being hired and to designate what resources will be required for their job, and to track staff that are separating from SHCS and/or the university to initiate offboarding tasks.
  2. The Information Systems Group (ISG) uses the ePAF to track the creation of computer accounts, Point-N-Click training, and termination of accounts as necessary.                                                
  3. The Supervisor notifies SHCS HR of a new hire or indicates when an employee is separating from SHCS and/or the University. SHCS HR confirms the employee's start date or end date and creates or modifies the employee's onboarding or offboarding ePAF document.
    1. For New Hire
      1. SHCS HR creates a new ePAF record for the new employee prior to their start date. 
      2. The supervisor is notified via email of the new ePAF document and must log into the ePAF system to identify the training and account requirements. Once the supervisor completes the ePAF form and submits it, email notifications are sent to ISG and other departments to complete appropriate onboarding tasks (including training).
      3. ISG creates the necessary accounts prior to the new employee's start date. The supervisor and other departments complete the necessary pre-start date tasks prior to the employee's start date followed by completing post start-date tasks, if assigned, after the employee begins work.
    2. For Separation
      1. Supervisor notifies SHCS HR when an employee submits a resignation and an ePAF offboarding form for Separating Employees is initiated.
      2. The supervisor is notified via email of the offboarding ePAF document and must log in to complete the supervisor questionnaire.
      3. The HR manager makes the decision whether to route the ePAF form to the employee to complete an employee questionnaire.
      4. ePAF notifications are sent to ISG to delete the proper computer accounts as necessary, and to the supervisor and other departments to complete appropriate offboarding tasks.
    3. Changes in staff role
      1. The supervisor will notify ISG and HR when a staff person's role in the organization changes and affects their computer account permissions.

 

Originated: 
March, 2001
Supersedes: 
February, 2012
References
Related SHCS Policies: 
110-19 Use of SHCS Computing Devices, Accounts, and Software