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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
Email access and Notification Process
Importance of HR PAF Paperwork
Hiring Employees
Terminating Employees
Guest Users
Dual Employment
New Reports Overview
Overview

Background
WCU received an Institutional Audit comment regarding
termination of access to systems
State Auditors review based on ISO 27002 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
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)
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.
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
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.
Non-Fixed Term Based Employees

SPA, EPA Non-Faculty, Administrative GAs, and Hourly

No Access

Employee Former Employee

Last Work Date Last Paycheck


Last Access Date

LastWorkDate=LastAccessDate
Fixed Term Based Employees
TeachingEmployees:FixedTermFaculty,GraduateTAs,
andAdjuncts

Noaccessallowedwhennotundercontract
Accessterminatedwhennotunderacontract
No Access

Under Contract Not Under Contract

Contract End

DatestouseoncontractssuppliedbyHRandGraduateSchool
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
Fixed Term Contract Renewals
ReturningFixedTermFaculty
(Faculty,GraduateTAs,Adjuncts)
Providerenewedcontractspriorto
terminationofpriorcontractinorder
tomaintainuninterruptedaccess

No access unless signed contract, new PAF


and compliance documents on file

Under Contract Not Under Contract Under Contract

Contract End Contract Start


Email Access

Email will be Terminated on Last Work Day

Email 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
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
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.
Guest Access
Guest Access requests must be approved by CIO http://www.wcu.edu/10616.asp

Form on IT web site


Volunteer Form may be required

Affiliate Faculty http://www.wcu.edu/24147.asp

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 http://www.wcu.edu/12389.asp

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


Reports Demo

Banner Reports Portal > Administrative Information

Reports Currently Available


Report Subscriptions

To subscribe to reports for automated email:


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
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


dcatley@wcu.edu