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Employee Role/Job Change Process Guidelines

Date / Issuing Authority

Effective Date: April 30, 2012

Issuing Authority: Chief Information Security Officer

Scope & Rationale

This document sets forth guidelines and procedures for changing, establishing and revoking system and building access for employees involved in Role/Job Transfers, Reassignments and Re-evaluations.

Definitions

a)  “Sending” Supervisor – An employee’s current supervisor/manager
b)  “Receiving” Supervisor – An employee’s future supervisor/manager
c)  “Transfer or Transferring” – When an employee changes Role/Job outside of his/her department
d)  “Reassignment/Re-evaluation” – When an employee changes Role/Job within his/her department

Policy

All Employees are granted an AccessNet Account that provides default system level access to key resources at Temple based on their enterprise role (e.g. Student, Employee, or Alumni). This policy focuses on access to specific centralized applications, such as Banner or localized departmental systems. Prior to a Role/Job Change, “Sending” Supervisors are responsible for submitting requests through the proper access channels to have access removed for their employees as they transition from one Role/Job into another.

System

When an individual’s role or job is changed through the Banner HR system, it triggers a change to the individual’s Position Class and/or Position Control Number (PCN). Based on this change, an automated email is sent to the “Sending” Supervisor instructing him/her to request the removal of system and building access that was specific to the department and employee’s current position. A removal request should be submitted through TUportal (as described below) and/or go to http://forms.temple.edu (as described below) even if similar access is required in the new role.

A second email will be sent to the “Receiving” Supervisor instructing him/her to request system and building access specific for the employee’s future role or job through TUportal (as described below) and/or go to  http://forms.temple.edu  (as described below).

The “Sending” Supervisor and “Receiving” Supervisor are responsible to coordinate timing for access to be removed and re-established.

Finally, a third email will be sent to the Office of Computer Services Information Security for tracking and compliance purposes.  If no changes have been made to the employee’s account or written notification to the Office of Computer Services Information Security to retain the same level of security access has not been arranged; the employee’s access will be terminated in 30 days.

Responsibility

To revoke system access, the “Sending” Supervisor will follow the procedure of submitting a request form available on  TUportal. On TUportal, click the red Help?” icon, then Access Forms for Temple Systems, and select the appropriate form. To revoke building access, the “Sending” Supervisor will follow the procedure of submitting a request through the  forms.temple.edu site. On the site, click on Access Card and fill out the form. In both cases, the “Sending” Supervisor will work with the “Receiving" Supervisor on an agreed upon time for revocation.

To request system access to be granted as necessary for new Role/Job, the “Receiving” Supervisor will follow the procedure of submitting a request form available on TUportal. On TUportal, click the red Help?” icon, then Access Forms for Temple Systems, and select the appropriate form. To request building access, the “Receiving” Supervisor will follow the procedure of submitting a request through the forms.temple.edu site. On the site, click on Access Card and fill out the form.

Computer Services Information Security will track Role/Job changes and ensure that access requests have been submitted by the “Sending” and “Receiving" Supervisors.

If you have any questions, contact the Help Desk by clicking the Request Help tab on the Computer Services home page or by calling 215-204-8000.