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To meet regulatory requirements, and for more timely granting and removing access from Ferris systems, automation has been set up to manage accounts. In order for the process to work efficiently, departments need to follow these processes and procedures.
Departments must submit a new employment Personnel Action Form (PAF). The PAF must be processed by Human Resources before any access can be granted. Note: if a person is a former student employee, this is a new hire, not a re-hire.
The employee’s University user account can be active 30 days prior to start date as long as the PAF is processed. After the new employee’s accounts are created, the information will be provided to the employee by the Technology Assistance Center (TAC).
If employee access is required prior to 30 days before the start date of employment, the department must submit an Early Access Form in addition to a PAF to Human Resources.
The University defines a transfer as an employee with a current primary assignment moving to a new primary assignment without any break in employment.
To ensure the transfer of access, it is the hiring department’s responsibility to provide Human Resources with a transfer PAF and applicable Data Security forms. Once the new job assignment update is complete in Human Resources and Payroll, the transfer of the employee’s access to the new department will be completed.
The University defines an extension for temporary assignment as the continuing of a part-time temporary or full-time temporary employee in a current assignment.
To prevent loss of access, it is the department’s responsibility to submit an extension PAF at least 14 business days prior to the assignment end date. That PAF must be processed by Human Resources before the employee’s records can show the extension.
The employee’s University user account will stay active until the next day. If the department does not submit a PAF to Human Resources prior to the employee’s personnel end date, the account will be disabled and they will no longer have access, including email.
The department must submit a separation PAF as soon as the employee has given notification of separation. A separation PAF is required for all employees. All access to Ferris systems will be disabled next day following an employee’s personnel end date.
Definition of an Affiliate is a person who has a professional working relationship with Ferris State University, but is not an employee nor student employee paid by Ferris. To obtain access to Ferris systems, the department must complete an Affiliate (Volunteer) Information form.
Definition of a Continuing Education Affiliate is a person who signs up to take a non-degree seeking course, who has not been associated with Ferris State University in any type of capacity, and does not have an existing Ferris ID. To obtain access to Blackboard, the department must complete a Continuing Education Unit Affiliate form.
Definition of Emeriti is a Ferris employee who retires from Ferris State University and has been granted the status as per the Board of Trustees policy. Faculty and Administrative staff who meet the qualifications for retirement must formally request the Emeriti status and receive Board of Trustees approval. Other staff must qualify, formally request Emeriti status and receive Board of Trustees approval.
An employee that has never worked at Ferris.
An employee who has worked at Ferris before, but does not have a current assignment (this does not include previous student employment).
The extension of a part-time temporary or full-time temporary employee’s current assignment.
The transfer of an employee with a current assignment to another primary assignment without a break in employment dates.
An active enrolled student.
An individual that requires access to the Ferris system, but is not a current Ferris employee nor student employee.
A retired employee that qualifies and meets Board of Trustees policy for Emeriti status.
Has taken at least one class in the past or has graduated.
A person who signs up to take a non-degree seeking course, who has not been associated with Ferris State University in any type of capacity.
A person’s relationship(s) with Ferris State University determines the access and assigned roles. If more than one role applies, the following hierarchy will determine what role is applied, with the role with the lowest number taking precedence:
If a person changes roles (process initiated with proper paperwork (PAF) to Human Resources), temporary loss of access may occur. Examples of access disruption will occur for the following changes:
For all the changes in roles from above, the following will happen:
Forms are located:
Human Resources PAF’s:
Network Directory Access-Add File Shares:
When does a department use a special access request form?
If you have questions about these procedures or access, contact the TAC at (231) 591-4822 or (877) 779-4822 or email [email protected]