IT Account Management Process for Core, Casual and Associate Staff
Guidance for Line Managers
When someone changes their name, joins us, changes jobs or leaves us, the IT Support Desk team
will be advised of this by HR. In principle this means that to make a change to a user account then
HR Connect must be updated first. Therefore, all changes need to be notified to HR as soon as
possible in order for IT to be notified.
The benefits of this process are that:
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Line managers/users do not need to advise both services of any changes
User accounts are available to staff on day 1, subject to department providing sufficient
notice and all relevant paperwork being completed.
Staff changes are reflected in our directories and user accounts quickly
Leavers accounts are closed timeously, or appropriate action taken to ensure that where
ongoing access to information is required, this is managed.
Please find detail below about each type of change and how it works.
New Starts (Permanent, Fixed Term, Casual and Associate Staff)
The line manager should complete either an Appointment form, Casual Appointment form or
Associate Appointment form and indicate if an IT user account is required. Once HR receive all the
new start paperwork, they will create a record on HR Connect. On receipt of Contract Acceptance
Details (where required) HR will allocate a user log in, if requested, and provide IT with the
information needed in order for their user account to be created, and for them to be added to the
staff directory.
IT will then email the line manager with confirmation of the User ID and email address once this is
set up. On day 1 a user account will be created for them in *HR Connect.
Normally associate accounts will be set up within 7 days of receipt of their details.
*Associates or Casuals do not have HR Connect access.
Current Staff Changes
HR will notify IT of staff changes. For example, if someone moves to another role, secondments,
transfers etc.
In order for these changes to be actioned by IT timeously, it is important that you notify HR e.g using
the employment details change form, as soon as possible in order for the change to be processed in
time for the effective date of change.
Leavers
As normal, you should send the leavers form and resignation letter to HR prior to the leaving date,
normally as soon as the employee notifies you of their intention to leave. Your HR Adviser will
process the leaver details in HR Connect.
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At this point, an automatic email will be sent to IT advising that the individual has been made a
leaver. This will allow IT to action the account deletion in line with the leaving date, rather than
doing this retrospectively. An example of this email is shown below:
At the same time, an email will be sent to the employee advising that they have been made a leaver
and asking them to complete an online exit questionnaire. This alert allows the employee to see
that their information has been updated by HR, and also enables them to complete the exit
questionnaire online without the need for having to fill in and return a form by post.
An example of this email is shown below:
Finally, an automatic email will be also be sent to the Line Manager, advising that the individual has
been made a leaver and advising of the steps you are required to take in relation to their IT account
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if appropriate. It also serves to remind you about some of the other non IT related actions that need
to be taken when someone leaves. An example of this email is shown below:
Name Changes
If you or a staff member changes their name, they must update their details in HR Connect,
attaching the appropriate certificate as evidence of the change.
When Forename, Surname or Preferred Name is updated, the IT Support desk is advised of this.
Unless contacted otherwise, they will update the user details accordingly. If the person initiating the
change wants to retain their previous details e.g. for professional purposes then they should email
ITSupport@napier.ac.uk.
Room Changes
Relocations (including major project decants) are managed centrally through Property & Facilities
and updates to user/email accounts and the staff directory will be automatically processed by IT.
Please allow up to 5 working days for the details to be updated. If you, or your staff, notice that their
room/telephone extension number is still incorrect after this or at any other time then please email
ITSupport@napier.ac.uk with the correct details.
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Jane Hutchison (March 2013) v.1.0