Employee Technology Access Policy (1.2-1)

This is a policy explaining when technology access is granted and removed for University employees.

Purpose

This policy explains when technology access is granted and removed for University employees.

Policy / Procedure

Notes:

• On the day an employee separates from the University, all technology access may be immediately revoked if the University determines it necessary.
• In Self-Service, faculty and adjunct faculty will not have access to Class Roster Selection and Grading/Attendance options until 24 hours after their FERPA agreement is signed.
• mySVSU access includes access to both the Faculty and Staff and Students home pages. 
• Upon request of HR, pool employees can have their access extended by HR via tagging accordingly with an extend through date in the Technology Access system.
• Pool employees who previously had active services and have lost access to these services, will have services reactivated as of their first pay date upon re-employment.  If access is required prior to their first pay date, they can have their access re-activated within 24 hours by HR via tagging accordingly in the Technology Access system.
• Employees who qualify as university retirees will retain access (with a different username) upon request to HR and tagging accordingly as a retiree in the Technology Access system.
• Immediate revocation of access to Campus Recreation/Ryder Center is controlled by tagging the user accordingly in the Fusion recreation management software. This tagging overrides any access triggered by communications from the Colleague ERP system.
• For purposes of this policy, the term “employees” refers to regular full-time or part-time employees. Employees classified as temporary, pool, adjunct or retiree, may be subject to different rules than regular full-time or part-time employees. The rules that apply to temporary, pool, adjunct or retiree classifications of employees are appropriately noted. The classification of temporary does not apply to faculty.
• Any user granted access to email is by default granted access to the LMS.
• The term “Pool” includes the payroll classifications of Pool, Coach and Miscellaneous.
• Employees will be notified of their Technology Access Information in a letter distributed by Human Resources with the employee’s orientation packet.
• Temporary and pool employees will not receive a Technology Access Letter from Human Resources. If they do not know their employee ID, which is necessary to utilize the password change routine to initially gain access to services, they need to visit the IT Services Support Center with picture ID.
• Dining Services, Bookstore and Ming Chuan staff are granted access similar to regular employees within 24 hours of being tagged as such in the Technology Access System and retain access to these services until within 24 hours after having their tag removed.  Auxiliary Services/area designee communicates activations and deactivations to IT Services on a periodic basis.
• The Dean’s Offices are responsible for providing adjunct faculty information to the Office of Academic Affairs for processing. The Center for Excellence in Teaching and Learning is responsible for distributing the resulting Technology Access Information to the adjunct faculty.
• Adjunct faculty who are performing only supervisory type work (ex. clinicals, applied music) are eligible for the same services as other adjunct faculty even though they are not assigned to a course section. They become eligible within 24 hours of the Office of Academic Affairs recording them as a "special" adjunct and lose eligibility after their "special" status is removed as determined by the Office of Academic Affairs.
• Visiting professors are considered as “special” adjuncts, as noted above, and are thus eligible for the same services as adjuncts. They become eligible within 24 hours of the Office of Academic Affairs recording them as a "special" adjunct and lose eligibility after their "special" status is removed as determined by the Office of Academic Affairs. The Office of International Programs is responsible for providing visiting professor information to the Office of Academic Affairs and for distributing the resulting Technology Access Information to the visiting professor after the Office of Academic Affairs has processed the request.
• Student employees are not subject to this policy, but are subject to the Student Technology Access Policy.
• Individuals requiring special consideration for access to additional services beyond what is granted by the policy need to have their supervisor submit a “Special Access Request” to IT Services. When feasible, the supervisor should be a full-time permanent employee of SVSU.
• Employee eligibility for services will be evaluated and services discontinued as appropriate on a weekly basis, except Campus Recreation/Ryder Center access which is evaluated on a daily basis.
• Employees requiring special consideration for access to services that they would otherwise lose eligibility for based on this policy, may request such consideration via the Office of Human Resources. This office will consult with IT Services regarding such requests.
• Employees wanting to change their username due to marriage, etc., need to complete and submit an Employee Data Change form to the Office of Human Resources. The username change will be processed as soon as possible. 
• Individuals employed at SVSU in certain temporary capacities, such as grant related, tutor, etc., and non-SVSU employees, may be entitled to have access to certain technology services based on their association with the University and job duties. If granted access to mySVSU, these individuals will receive the same access as regular employees. These individuals will be handled manually, not via the automated routines which enforce this policy and IT Services will determine which services they are eligible for.  Individuals in this category need to have their supervisor submit a “Special Access Request” to IT Services. When feasible, the supervisor should be a full-time permanent employee of SVSU. 
• Employees who are approved for long term disability will be granted access to email and LMS services upon request of the Office of Human Resources. The processing of this request will be handled manually, not via the routines which enforce this policy. The email account will remain active until ITS or Human Resources is contacted by the employee or a family member who indicates the account is no longer necessary.
• Employees, including adjuncts, pool and temporary staff, who are also alumni, will retain access to an SVSU email account upon termination of employment at SVSU.  A username change will be completed approximately 7 days after your last date of employment.
• SVSU Board of Control members are granted access to email and Campus Recreation/Ryder Center within 24 hours of being tagged as such in the Technology Access System and retain access to these services until within 24 hours after having their tag removed.  The President's Office communicates activations and deactivations to IT Services.

 

Details of Processing

Daily Activation

For employees, within 24 hours of being assigned to a position or as an adjunct faculty member, a username will be generated or reactivated and the following services will be activated:

• mySVSU Portal
• Self-Service
• Email & LMS (Learning Management System)
• Network, including storage space (network/web page/OneDrive)
• O365 Suite download/activation and lab computers
• TheCard (to obtain; activation is controlled by CFSC in TheCard system)
• Campus Recreation/Ryder Center (to access using TheCard; activation is controlled in the Fusion recreation management software)

Daily Deactivation

Campus Recreation/Ryder Center access will be deactivated for employees daily based on the criteria indicated above. This deactivation process is controlled by the Fusion recreation management software based on data from the ERP system. 

 

Weekly Deactivation

Employees who are no longer eligible will have the following privileges deactivated:

• mySVSU Portal
• Self-Service
• Email & LMS (Learning Management System)
• Network, including storage space (network/web page/OneDrive),
• O365 Suite download/activation and lab computers 

Note – For all constituents ever assigned an SVSU username, related information contained in Active Directory (AD) is updated from the ERP system daily.  Those with mySVSU, email and network deactivated will be disabled in AD.