2 Agenda EAT Project Overview Policy 95 Review Access Termination ProcessHow it works and what you need to knowaccess and Notification ProcessImportance of HR PAF PaperworkHiring EmployeesTerminating EmployeesGuest UsersDual EmploymentNew Reports Overview
3 OverviewBackgroundWCU received an Institutional Audit comment regarding termination of access to systemsState Auditor’s review based on ISO which requires:Immediate termination of access upon severance or leaving employmentA team was formed to address the audit comment, identify a new process and automate account termination within 24 hours of separationEmployee Separations = Access Terminations
4 EAT Project Process and Scope The Process of Employee Account TerminationsDepartment to notify HR/Career Services/Financial Aid/Graduate School of separation via appropriate separation paperwork.HR separates the employees record accordingly in BannerAutomated process will read employee records in Banner to inactivate accounts on the date provided by the appropriate separation paperwork.Scope: Only addressed access terminationGranting access was not included in scopeAccess still dependent on same procedures (hiring / compliance paperwork required)
5 Policy 95 Review Changes to Policy 95 Early access – no changeTerminationsLast Work Date = Last day of formal workContract Dates = Contract dates must incorporate complete dates that access is requiredUpdated Access Control Procedures ChecklistWCU’s Office of Internal Audit Review and PerspectiveAccountability: 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 University’s 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 SchoolAffects all employeesSPA, EPA Non-Teaching, Hourly, etc.Account Inactivation on last work dateFixed Term ‘Instructor’ type roles (Adjuncts, Teaching GA’s, Faculty, etc.) Account inactivation on Contract End DateContract dates for fixed term Faculty employees reflects time for course fulfillment past last day of class to allow for final tasks to be completedTenure Track FacultyAccount Inactivation based on individual situationAny 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) employeesLast Access date determined by last day of work. Already managed in Banner.Hourly EmployeesLast Access date determined by last day of work.If hourly employee not paid in 6 weeks will be reviewed for terminationFixed-Term (Contract Driven) EmployeesLast 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 SPA, EPA Non-Faculty, Administrative GA’s, and HourlyNo AccessEmployeeFormer EmployeeLast Work DateLast PaycheckLast Access DateLast Work Date = Last Access Date
9 Fixed Term Based Employees Teaching Employees: Fixed Term Faculty, Graduate TA’s, and AdjunctsNo access allowed when not under contractAccess terminated when not under a contractNo AccessUnder ContractNot Under ContractContract EndDates to use on contracts supplied by HR and Graduate School
10 How Automated Termination of Access affects Instructor of Record Instructor RecordAny Instructor of Record association for Faculty, Adjuncts, and Teaching GA’s will be ‘Terminated’Instructor Relationships are AffectedSIAINST – Instructor role ended for termSSASECT – Instructor removed from sectionDepartment Head will facilitate any questions regarding students after access is terminated
11 Fixed Term Contract Renewals Returning Fixed Term Faculty(Faculty, Graduate TA’s, Adjuncts)Provide renewed contracts prior totermination of prior contract in orderto maintain uninterrupted accessNo access unless signed contract, new PAF and compliance documents on fileUnder ContractNot Under ContractUnder ContractContract EndContract Start
12 Email Access Email 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 PaperworkPAFContractsIf continuing on future contract, provide HR timely paperwork (prior to current contract last work date) to avoid interrupted accessAccountability 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 dateIf Termination is ‘last minute’, please call HR to expedite both employee and access terminationReminder - Last work date = last access dateIf 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 AccessGuest Access requests must be approved by CIOForm on IT web siteVolunteer Form may be requiredAffiliate FacultyApproved Guest Access Request FormCompleted Volunteer FormCompleted FERPA FormIf Instructor of record required to have an AA21 completed and approved by Provost’s officeDual EmploymentFor employees of another state departmentCopy of completed Dual Employment Form must be submitted with Guest Access Request Form to CIO for IT access approvalOnce approved, access will be granted for up to a 12 month periodDepartments should review report to track de-activation of guest user accounts
16 Reports Demo Reports Currently Available Banner Reports Portal > Administrative InformationReports Currently Available
17 Report Subscriptions To subscribe to reports for automated email: Click on the report link (must do each individual report at a time)Click on Subscriptions TabClick on New Subscriptions (located directly under tabs in normal text, point cursor over it until highlighted)Select options requestedClick ‘OK’Review frequently for any given department to ensure appropriate notification and communication efforts are current and effective
18 SummaryProvide timely notification and Separation Paper work to HR/Career Services/Financial Aid/Graduate SchoolProvide timely renewal contracts for Faculty to HRprior to end of current contract in order to continue uninterrupted system accessContact Diana Catley with any questions –