Account Access for Agency Temp Employees, Independent Contractors, and Guest Researchers
Agency Temp Employees, Independent Contractors, and Guest Researchers may require account access. Agency Temp Employees are covered in a contract between the agency and the University. Independent Contractors have a personal contractual relationship approved by the Controllers Office. Guest Researchers must be approved by the Provost's office, within Academic Human Resources. In general, they are treated like employees under the terms of their contracts or relationships, but specific steps have to be followed to create the correct records.
Definition: All Agency Temp Employees, Independent Contractors, and Guest Researchers are considered “unpaid labor” for the purposes of access to technology. Agency Temp Employees, Independent Contractors, and Guest Researchers are not paid through University Payroll. UTS must first receive authorization before access to technology is provided. This document describes the account provisioning and authorization processes.
There are three primary Accounts used at the university (full Accounts documentation): NetID, Active Directory Domain called ADMNET, and Banner. All Agency Temp Employees, Independent Contractors, and Guest Researchers require a NetID. Based on the role and authorized access granted, some Agency Temp Employees and Independent Contractors may also require an ADMNET or Banner Accounts. The Forms Menu is a common repository for account access forms. If an Agency Temp Employee, Independent Contractor, or Guest Researchers is being placed with a fulfillment request within 24 hours, please note that account access may require additional time to complete the signature and data steward approval process required for account generation.
NetID: This is a required initial account for any access. The account used for network access, e-mail (both as a login and as an e-mail address), MySAIL access, ADMNET domain, and as the single sign on identity. The hiring department must complete a NetID Account Request - Guest form.
ADMNET: This is an optional account for a domain access account used to access specific administrative protected resources including local domain-attached computers, enterprise systems such as Banner Admin, or Shares. One may require an ADMNET account, but not require access to Banner. The hiring department will include the signed User Access and FERPA forms that can be obtained from UHR for specific Agency Temp Employees, Independent Contractors, and Guest Researchers. Independent Contractors must also submit approval of the Tax Compliance Section Classification Request from the Controllers Office (Employee vs. Independent Contractor Classification). The hiring department have a completed NetID and must complete an ADMNET Account Request Form for this account to be created.
BANNER: This is the university enterprise resourcing planning system. Not all employees require access to Banner. The hiring department is responsible to complete all applicable Banner Request Forms to complete this process and include the User Access and FERPA forms that can be obtained from UHR for specific Agency Temp employees.
Hiring Supervisor Responsibilities:
Preparing for Agency Temp Employee, Independent Contractor, and Guest Researcher Start Date
Once the hiring department selects a candidate, the temp agency will send a notice to firstname.lastname@example.org and email@example.com 5 days prior to a Agency Temp Employee coming on site. If the hiring department is contracting with an Independent Contractor, the hiring department must send notice to firstname.lastname@example.org and email@example.com 5 days prior to the Independent Contractor coming on site. The department sponsoring a Guest Researcher must send notice to firstname.lastname@example.org and email@example.com, and firstname.lastname@example.org. This notice will generate a ticket with the name, the OU department hiring the employee, and the start date.
- UHR will create a PEAEMPL record with an ECLS record of NE. A PEAEMPL record can be created individually from NBAJOBS if a NetID is needed right away. NBAJOBS can be entered at the same time or at a later date after the hiring paper work is complete.
- The department will enter a job record with position number ”NONEMP” to create a position number.
Because an ECLS record of NE does not automatically assign a NetID, the Supervisor must complete a NetID Account Request - Guest form.
The Department will submit access request forms for all required accounts. NOTE: Temp employees are unable to submit or receive online forms. If a form requires the temp employee to accept terms of usage, a written statement signed by the employee may be scanned into a document and attached to the form by clicking that form's Attach button.
- Remind Agency Temp Employees, Independent Contractors, and Guest Researchers to bring Picture ID to pick up passwords at 220 Dodge Hall.
Preparing for Termination
The vendor will send notification of Agency Temp Employee termination to email@example.com immediately upon notification. Hiring department supervisors are responsible for sending a notice of termination to firstname.lastname@example.org immediately upon contract termination for others.
The Hiring Department/ Supervisor will submit a Delete Access form to email@example.com to request account deletion for ADMNET and Banner Access.
- The Hiring Department/Supervisor needs to complete a NetID Account Request - Guest form to request account cancellation for the NetID guest account. Guest Accounts must be renewed annually; failure to renew the account results in the termination of the NetID account and ADMNET account.
NOTE: The Delete Access Form and NetID Account Request Cancellation are required even if the department intends to bring the individual back at a future date.
UTS Internal Documentation for Account Access for Agency Temp Employees and Independent Contractors
Temp Agency for Agency Temp Employees
Entech is the approved vendor for agency temp employees at Oakland University. The vendor has obtained a packet of forms including the User Access Rules and FERPA forms that their employees must complete as part of the onboarding process before their specified start date at Oakland.
The vendor will send a report indicating agency temp employees status (Active /Terminated) on a weekly basis. The report will be sent to firstname.lastname@example.org . A UTS Project ticket will be created. If no active employees are on the report the ticket will be marked as Resolved. If there are Active employees included on the report, the Database Administration Team will be responsible to mark the ticket as resolved after they have processed all changes. If a report is not sent, you can contact Tina Duke ( email@example.com ) or Chris Shea ( firstname.lastname@example.org ).
Independent Contractors are hired by a university employee with the appropriate legal form, User Access Rules, and FERPA forms that the supervisor provides during the onboarding process. The supervisor must submit a request with copies of the documents. Once received, the ticket is handled the same as the Agency Temp Employees.
Guest researchers are invited by the sponsoring academic unit. The unit is responsible for maintaining the appropriate forms during the onboarding process. The ticket is processed in the same way.
When UTS receives these ticket requests, standard account creation processes are followed. Verify PEAEMPL record exists for new employee. If there is no PEAEMPL record, supervisor is contacted and request is put on hold. The Coordinator Personnel Records, University Human Resources (extension x3482) creates PEAEMPL once she receives the hiring requisition from Employment Office Assistant II.
Verify NBAJOBS for a position NONEMP Position number, is verified by running GZRPOSN. If no position number, supervisor is contacted and request is put on hold. If position number differs from what is on the form, check NBAJOBS and NBAPOSN to verify title and description match what is on the form. NOTE: GZRPOSN will not always provide supervisor information.
Check LDAP and GOAEMAL for valid NetID. If a NetID is not valid, that is a trigger that a PEAEMPL record may not have been created. Contact the Agency Temp Employee’s Supervisor. The Supervisor is responsible to notify UTS when the NetID has been created. The ECLS of a Temp employee will be NE. NE is available in NBAJOBS. There is no termination form for NE.
Verify Supervisor and data steward approvals have been obtained.
Preparing for Termination:
The temp agency will send notification of Agency Temp Employee termination to email@example.com immediately upon notification. This is assigned as a normal “termination” and follows the standard UTS employee termination process.
The Hiring Department/ Supervisor will submit a Delete Access form to firstname.lastname@example.org to request account deletion for ADMNET and Banner Access. Additional default account information is documented here: http://www.oakland.edu/upload/docs/uts/uts_banner_termination_process.pdf
The Hiring Department/Supervisor needs to complete a NetID Account Request - Guest form to request account cancellation for the NetID guest account. If no form is submitted, the account will follow normal delete procedures and will be terminated one year after creation date.
The Database Administration Team will run an audit report listing agency temp employees with a position number of NONEMP and verify that any access over 90 days old is still required. This may involve contacting the supervisor. A ticket is entered to record and delete records remaining for termination.