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 Auditor’s 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
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)

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
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.

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 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

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
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

9. 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

10. 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

11. 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

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 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 Provost’s 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 Reports Currently Available
Banner Reports Portal > Administrative Information
Reports 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 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

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 –