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EMPLOYEE ACCESS TERMINATION PROJECT. Agenda EAT Project Overview Policy 95 Review Access Termination Process – How it works and what you need to know.

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Presentation on theme: "EMPLOYEE ACCESS TERMINATION PROJECT. Agenda EAT Project Overview Policy 95 Review Access Termination Process – How it works and what you need to know."— Presentation transcript:

1 EMPLOYEE ACCESS TERMINATION PROJECT

2 Agenda EAT Project Overview Policy 95 Review Access Termination Process – How it works and what you need to know access and Notification Process Importance of HR PAF Paperwork – Hiring Employees – Terminating Employees – Guest Users – Dual Employment New Reports Overview

3 Overview Background – WCU received an Institutional Audit comment regarding termination of access to systems – State Auditors review based on ISO which requires: Immediate termination of access upon severance or leaving employment – A team was formed to address the audit comment, identify a new process and automate account termination within 24 hours of separation – Employee Separations = Access Terminations

4 EAT Project Process and Scope The Process of Employee Account Terminations 1.Department to notify HR/Career Services/Financial Aid/Graduate School of separation via appropriate separation paperwork. 2.HR separates the employees record accordingly in Banner 3.Automated process will read employee records in Banner to inactivate accounts on the date provided by the appropriate separation paperwork. Scope: Only addressed access termination – Granting access was not included in scope Access still dependent on same procedures (hiring / compliance paperwork required)

5 Policy 95 Review Changes to Policy 95 – Early access – no change – Terminations Last Work Date = Last day of formal work Contract Dates = Contract dates must incorporate complete dates that access is required Updated Access Control Procedures Checklist WCUs Office of Internal Audit Review and Perspective – Accountability: It is the responsibility of each department to provide timely notification of employment and termination to HR. Departmental notifications and personnel processing actions are subject to audit by the Universitys Internal Auditor and by external auditors. As such, the timeframes for compliance rest at the departmental level. For audit reporting purposes - comments will be added to Banner when paperwork received by HR after separation date.

6 Account Termination Process How this affects you! – Need of timely notification of Separation to HR/Career Services/Financial Aid/Graduate School – Affects all employees SPA, EPA Non-Teaching, Hourly, etc. – Account Inactivation on last work date Fixed Term Instructor type roles (Adjuncts, Teaching GAs, Faculty, etc.) Account inactivation on Contract End Date – Contract dates for fixed term Faculty employees reflects time for course fulfillment past last day of class to allow for final tasks to be completed Tenure Track Faculty – Account Inactivation based on individual situation – Any remaining business after an employees separation date or contract end date must be facilitated by Director/Department Head since the employee is no longer affiliated with the University

7 How Account Terminations Effects Employees Non Fixed-Term (SPA and EPA) employees – Last Access date determined by last day of work. Already managed in Banner. Hourly Employees – Last Access date determined by last day of work. – If hourly employee not paid in 6 weeks will be reviewed for termination Fixed-Term (Contract Driven) Employees – Last Day of Access is determined by Contract dates. – Contract start and end dates have been aligned to match true work dates in Banner.

8 Non-Fixed Term Based Employees Last Work Date Last Paycheck Employee Former Employee SPA, EPA Non-Faculty, Administrative GAs, and Hourly Last Access Date No Access Last Work Date = Last Access Date

9 Fixed Term Based Employees Contract End Under ContractNot Under Contract No Access No access allowed when not under contract Access terminated when not under a contract Teaching Employees: Fixed Term Faculty, Graduate TAs, and Adjuncts Dates to use on contracts supplied by HR and Graduate School

10 How Automated Termination of Access affects Instructor of Record Instructor Record – Any Instructor of Record association for Faculty, Adjuncts, and Teaching GAs will be Terminated Instructor Relationships are Affected – SIAINST – Instructor role ended for term – SSASECT – Instructor removed from section Department Head will facilitate any questions regarding students after access is terminated

11 Fixed Term Contract Renewals Contract End Contract Start No access unless signed contract, new PAF and compliance documents on file Under Contract Not Under Contract Provide renewed contracts prior to termination of prior contract in order to maintain uninterrupted access Returning Fixed Term Faculty (Faculty, Graduate TAs, Adjuncts)

12 Access will be Terminated on Last Work Day Reminders to Employees Before Termination: – Employees may wish to create an auto-response to inform others of their Last Work Day and alternative contact information prior to their last work date

13 Hiring Paperwork Access granted only after all paperwork is received – Compliance Paperwork – PAF – Contracts If continuing on future contract, provide HR timely paperwork (prior to current contract last work date) to avoid interrupted access Accountability on department to ensure timely paperwork

14 Termination Paperwork Provide paperwork to HR/Career Services/Financial Aid/Graduate School as soon as possible before last work date If Termination is last minute, please call HR to expedite both employee and access termination Reminder - Last work date = last access date – If paperwork is submitted late to HR and no notification is made prior to last work date, access will continue past true last work date. If Account Access is terminated retroactively to the employee, it may prompt audit questions. Such questions will be directed to the department for clarification and accountability.

15 Guest Access Guest Access requests must be approved by CIO – Form on IT web site – Volunteer Form may be required Affiliate Faculty – Approved Guest Access Request Form – Completed Volunteer Form – Completed FERPA Form – If Instructor of record required to have an AA21 completed and approved by Provosts office Dual Employment – For employees of another state department – Copy of completed Dual Employment Form must be submitted with Guest Access Request Form to CIO for IT access approval Once approved, access will be granted for up to a 12 month period Departments should review report to track de-activation of guest user accounts

16 Reports Demo Banner Reports Portal > Administrative Information Reports Currently Available

17 Report Subscriptions To subscribe to reports for automated 1.Click on the report link (must do each individual report at a time) 2.Click on Subscriptions Tab 3.Click on New Subscriptions (located directly under tabs in normal text, point cursor over it until highlighted) 4.Select options requested 5.Click OK 6.Review frequently for any given department to ensure appropriate notification and communication efforts are current and effective

18 Summary Provide timely notification and Separation Paper work to HR/Career Services/Financial Aid/Graduate School Provide timely renewal contracts for Faculty to HR – prior to end of current contract in order to continue uninterrupted system access Contact Diana Catley with any questions –


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