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 Auditor’s 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 Department to notify HR/Career Services/Financial Aid/Graduate School of separation via appropriate separation paperwork. HR separates the employees record accordingly in Banner 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 WCU’s 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 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.

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 GA’s, 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 GA’s, and Hourly No Access Employee Former Employee Last Work Date Last Paycheck Last Access Date Last Work Date = Last Access Date

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

How Automated Termination of Access affects Instructor of Record Instructor Record Any Instructor of Record association for Faculty, Adjuncts, and Teaching GA’s 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 Returning Fixed Term Faculty (Faculty, Graduate TA’s, Adjuncts) Provide renewed contracts prior to termination of prior contract in order to maintain uninterrupted access 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 Provost’s 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 Reports Currently Available Banner Reports Portal > Administrative Information Reports Currently Available

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 Tab Click on New Subscriptions (located directly under tabs in normal text, point cursor over it until highlighted) Select options requested Click ‘OK’ 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