Account deregistration

Deregistration information for IT support staff

Staff whose term of employment at Monash is about to expire will have their account(s) automatically de-registered at the SAP HR contract end-date. They will be notified by an email 30 days in advance.

1. Verify that the authority to invoke the grace period is valid. It must be given in writing and must be on a completed Authority to Extend Computer Access Form.
2. Using the MDS Tool grant the graceperiod to the person's username.
3. Log on to VAXC and use the grace 'id number' command to ensure that the person's ID number remains current.
4. Date and sign the last section of the Authority to Extend Computer Access Form and return the orginal to the Faculty signatory after making a photocopy for your Service Desk records.
5. If you have granted the graceperiod after the person's end-date you must give the staff member a new Authcate password and issue a reinstate command on VAXC. (The nightly MDS update will have removed the current password and CRUX will probably indicate pending suspend and NOT CURRENT.)
6. The actions above will remain in effect until the account is deleted from the directory at the end of the grace period unless data for the renewed appointment appears in SAP HR during the grace period, in which case the password will last until the owner decides to change it, or the new end-date is reached.
7. Note that during the grace period the monashpendingdelete field will be shown in red when you use the MDS Tool.
8. You cannot change the MDS password after the end-date unless the graceperiod has been properly granted.
9. Please be ready to advise staff members and/or your Faculty/Departmental Administration Officer that obtaining a new ID number will involve more work and consequently more delay because CRUX and MDS data will have to be significantly changed, as well as having to recover email. However there are circumstances in which obtaining a new ID is unavoidable.