Account deregistration

Procedure to be followed for staff whose employment end-date will pass in 30 days

Background

For a person to be eligible for access to ITS facilities and services he or she must be authoritatively identified as a member of Monash University. Students are primarily identified by details extracted from Callista. Staff details are extracted from the University's human resources database SAP HR. There are several secondary sources for both staff and students but all sources must provide an end-date for each individual. This document concerns staff only.

End-dates

In SAP HR there are several end-dates which may be different from each other and each must be updated independently. The date which is used to determine when a staff member is no longer eligible for access to ITS facilities and services is called the contract-elements end-date.

The Processes

Each night ITS gets an extract from the SAP HR database and acts on the end-date provided. If the end-date is 30 days into the future an email is sent to the person concerned, if an email address can be found. The email briefly describes the overall process and suggests that contract renewal be followed up with the recipient's departmental or faculty administrative staff. If new contract or agreement data do not get entered into the SAP HR system within 30 days, and the staff member's appointment is to be continued, a procedure can be followed to allow access to ITS facilities and services, such as email and the internet, for a "grace" period of another 30 days.

Grace Period Procedure

The staff member involved should obtain written authority from the person responsible for the appointment using the Authority to Extend Computer Access Form (select the form from the list). This authority should be handed to the nearest appropriate information technology helpdesk officer. A list of helpdesk contact numbers for faculties and some departments, and ITS branches, is included in the email that warns that the end-date is 30 days away. The grace period cannot be extended beyond the 30-day grace period commencing on the end-date.

The email sent out states:

Dear staff member,

This message has been generated in advance to allow sufficient time for the necessary paperwork to flow through your Department, School or Faculty, as well as through the Human Resources Services unit where new contract details must be entered into the SAP HR database.

According to SAP Human Resources (HR) records your contract ends on (date). Your computer accounts associated with your staff ID number, including email access and other IT facilities provided by the Information Technology Services (ITS) Division, will end early the next day.

You should check that this is consistent with any contract or agreement you have with Monash. If you expect your contract or agreement to be renewed soon please check that all the necessary paperwork has been signed and submitted through your Department, Faculty or work unit.

Access to IT facilities is managed on the basis of a valid status within the SAP HR system being reported to ITS as an authorative contract-elements end-date.

If your contract is to be renewed, you are able to apply for a 30 day grace period so that your computer access will be continued after the contract expiry date. This is to provide additional time for the paperwork to be processed. The grace period will NOT be extended beyond 30 days.

ITS strongly recommends that you make copies of your important files and emails in advance of the above date. Email can be archived via online instructions.

To apply for the grace period please complete the Authority to Extend Computer Access Form (select the form from the list) and then contact your local Service Desk (Faculty, Department or ITS). The grace period can be granted prior to, or after, the passing of your contract end-date, but it will end 30 days after your end-date.