Employee Technology Access Policy

Effective June, 2002

Details of Services Provided

Notes -

For purposes of this policy, the term �employees� refers to regular full-time or part-time employees. Employees classified as temporary, pool, adjunct or retiree, may be subject to different rules than regular full-time or part-time employees. The rules that apply to temporary, pool, adjunct or retiree classifications of employees are appropriately noted. The classification of temporary does not apply to faculty.
Employees will be notified of their Technology Access Information in a letter distributed by Human Resources with the employee�s orientation packet.
Temporary and pool employees will not receive a Technology Access Letter from Human Resources. If they do not know their employee ID, which is necessary to utilize the password synchronization routine to initially gain access to services, they need to visit the IT Services Support Center with picture ID.
Pool staff, who have had access to services removed, will have access reactivated as of their first pay date upon re-employment. If access is required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.
The Dean�s Offices are responsible for providing adjunct faculty information to the Office of Academic Affairs. The Office of Academic Affairs is responsible for processing these requests and distributing the resulting Technology Access Information Letter to the adjunct faculty.
Adjunct faculty who are performing only supervisory type work (ex. clinicals, applied music) are eligible for the same services as other adjuncts even though they are not assigned to a course section. They become eligible within 24 hours of the Office of Academic Affairs recording them as a "special" adjunct and lose eligibility two weeks into Fall or Winter semester after their "special" status is removed as determined by the Office of Academic Affairs.
Visiting professors are considered as �special� adjuncts, as noted above, and are thus eligible for the same services as adjuncts. They become eligible within 24 hours of the Office of Academic Affairs recording them as a "special" adjunct and lose eligibility two weeks into Fall or Winter semester after their "special" status is removed as determined by the Office of Academic Affairs. The Office of International Programs is responsible for providing visiting professor information to the Office of Academic Affairs and for distributing the resulting Technology Access Information Letter to the visiting professor after the Office of Academic Affairs has processed the request.
Student employees are not subject to this policy, but are subject to the Student Technology Access Policy.
The ID generated for accessing the services outlined in this policy will be the same for accessing all services requiring an ID.
Employees requiring special consideration for access to additional services beyond what is granted by the policy need to have their supervisor submit a request to the Executive Director or Director of IT Services.
Employee eligibility for services will be evaluated and services discontinued as appropriate on a bi-weekly basis, except for TheCard which will be evaluated both bi-weekly and on a semester basis during Fall and Winter.
Employees requiring special consideration for access to services that they would otherwise lose eligibility for based on this policy, may request such consideration via the Office of Human Resources. This office will consult with IT Services regarding such requests.
Employees who want to change their login ID due to marriage, etc., need to complete and submit an Employee Data Change form to the Office of Human Resources. The ID change will be processed during the next time frame between semesters (between Fall & Winter, Winter & Spring, or Summer & Fall). Exceptions to this processing time frame will be handled on a case by case basis. The ITS Support Center will contact the faculty/staff upon completion of the change.
Individuals employed at SVSU in certain temporary capacities, such as grant related, tutor, etc., and non-SVSU employees, such as ARAMARK employees, may be entitled to have access to certain technology services based on their association with the University and job duties. These individuals will be handled manually, not via the automated routines which enforce this policy and IT Services will determine which services they are eligible for. Individuals in this category need to have their supervisor submit a �Special Access Request� to the Executive Director or Director of IT Services by completing the following online web form: Request. When feasible, the supervisor should be a full-time permanent employee of SVSU.
Employees who retire from SVSU will be granted access to an email account upon request of the Office of Human Resources. The processing of this request will be handled manually, not via the routines which enforce this policy. Retiree email accounts will remain active until ITS or Human Resources is contacted by the retiree or a family member who indicates the account is no longer necessary. Also, upon request of ITS, retirees will be added to the appropriate faculty and staff mailing lists.
Employees who are approved for long term disability will be granted access to an email account upon request of the Office of Human Resources. The processing of this request will be handled manually, not via the routines which enforce this policy. The email account will remain active until ITS or Human Resources is contacted by the employee or a family member who indicates the account is no longer necessary. Also, upon request of ITS, these employees will be added to the appropriate faculty and staff mailing lists.
Employees, including adjuncts, pool and temporary staff, who are also alumni, will retain access to an SVSU email account�upon termination of employment at SVSU.

1) Email

Employees will have access to an SVSU email account�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Adjunct faculty will have access to an SVSU email account�within 24 hours of being assigned to a course section by the Office of Academic Affairs. They will retain this service until after finalization of Officials (approximately 2 weeks into the semester) for the next Fall or Winter semester, whichever marks at least the third consecutive semester for which they have not been assigned to a course section (SP/SU counts as one semester). Adjunct faculty, who have had access to email removed, will have access reactivated within 24 hours of being assigned to another course section.

Pool staff will have access to an SVSU email account�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after they have been inactive in payroll for four weeks. Pool staff, who have had access to email removed, will have access reactivated as of their first pay date upon re-employment. If access is required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.

Temporary staff will have access to an SVSU email account�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Retiring employees will have the option of retaining email access�upon retirement. Their retention request needs to be communicated to the Office of Human Resources upon retirement notification.

Employees approved for long term disability will have the option of retaining email access. Their retention request needs to be communicated to the Office of Human Resources upon disability notification.

Employees, including adjuncts, pool and temporary staff, who are also alumni, will retain access to an SVSU email account�upon termination of employment at SVSU.�

2) Network (including network storage space and access to office & lab computers)

Employees will have access to the Network (to utilize network storage space for storing personal files and to utilize computers in offices and labs) within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Adjunct faculty will have access to the Network (to utilize network storage space for storing personal files and to utilize computers in offices and labs) within 24 hours of being assigned to a course section by the Office of Academic Affairs. They will retain this service until after finalization of Officials (approximately 2 weeks into the semester) for the next Fall or Winter semester, whichever marks at least the third consecutive semester for which they have not been assigned to a course section (SP/SU counts as one semester). Adjunct faculty, who have had access to the network removed, will have access reactivated within 24 hours of being assigned to another course section.

Pool staff will have access to the Network (to utilize network storage space for storing personal files and to utilize computers in offices and labs) within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after they have been inactive in payroll for four weeks. Pool staff, who have had access to the network removed, will have access reactivated as of their first pay date upon re-employment. If access is required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.

Temporary staff will have access to the Network (to utilize network storage space for storing personal files and to utilize computers in offices and labs) within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

3) Cardinal Direct

To be eligible for access to Cardinal Direct, all classifications of employees, except student employees, must sign off on a FERPA (Family Educational Rights and Privacy Act) agreement. This agreement will be provided at new hire orientation time by the Office of Human Resources. For adjunct faculty, this agreement will be provided in conjunction with their letter of intent by the Office of Academic Affairs.

Employees will have access to Cardinal Direct (to access web-based student/faculty/employment information and services) within 24 hours of being assigned to a position by the Office of Human Resources or within 24 hours of the processing of their signed FERPA agreement by the Office of Human Resources, whichever occurs last. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Adjunct faculty will have access to Cardinal Direct (to access web-based student/faculty/employment information and services) within 24 hours of being assigned to a course section by the Office of Academic Affairs or within 24 hours of the processing of their signed FERPA agreement by the Office of Human Resources, whichever occurs last. They will retain this service until after finalization of Officials (approximately 2 weeks into the semester) for the next Fall or Winter semester, whichever marks at least the third consecutive semester for which they have not been assigned to a course section (SP/SU counts as one semester). Adjunct faculty, who have had access to Cardinal Direct removed, will have access reactivated within 24 hours of being assigned to another course section.

Pool staff will have access to Cardinal Direct (to access web-based student/faculty/employment information and services) within 24 hours of being assigned to a position by the Office of Human Resources or within 24 hours of the processing of their signed FERPA agreement by the Office of Human Resources, whichever occurs last. They will retain this service until after they have been inactive in payroll for four weeks. Pool staff, who have had access to Cardinal Direct removed, will have access reactivated as of their first pay date upon re-employment. If access is required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.

Temporary staff will have access to the Network Cardinal Direct (to access web-based student/faculty/employment information and services) within 24 hours of being assigned to a position by the Office of Human Resources or within 24 hours of the processing of their signed FERPA agreement by the Office of Human Resources, whichever occurs last. They will retain this service until after the first payroll for which they are no longer assigned to a position.

4) Web Page Storage Space

Employees will have access to Web Page Storage Space for storing personal web pages within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Adjunct faculty will have access to Web Page Storage Space for storing personal web pages within 24 hours of being assigned to a course section by the Office of Academic Affairs. They will retain this service until after finalization of Officials (approximately 2 weeks into the semester) for the next Fall or Winter semester, whichever marks at least the third consecutive semester for which they have not been assigned to a course section (SP/SU counts as one semester). Adjunct faculty, who have had access to Web Page Storage Space removed, will have access reactivated within 24 hours of being assigned to another course section.

Pool staff will have access to Web Page Storage Space�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after they have been inactive in payroll for four weeks. Pool staff, who have had access to email removed, will have access reactivated as of their first pay date upon re-employment. If access is required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.

Temporary staff will have access to Web Page Storage Space�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

5)�VSpace

Employees will have access to VSpace�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Adjunct faculty will have access to VSpace�within 24 hours of being assigned to a course section by the Office of Academic Affairs. They will retain this service until after finalization of Officials (approximately 2 weeks into the semester) for the next Fall or Winter semester, whichever marks at least the third consecutive semester for which they have not been assigned to a course section (SP/SU counts as one semester). Adjunct faculty, who have had access to email removed, will have access reactivated within 24 hours of being assigned to another course section.

Pool staff will have access to VSpace within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after they have been inactive in payroll for four weeks. Pool staff, who have had access to email removed, will have access reactivated as of their first pay date upon re-employment. If access is required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.

Temporary staff will have access to VSpace�within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

6) TheCard

Employees will be able to obtain TheCard within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

Adjunct faculty will be able to obtain TheCard within 24 hours of being assigned to a course section by the Office of Academic Affairs. Adjunct faculty will retain certain privileges, such as access to the Ryder Center, until after finalization of Officials (approximately 2 weeks into the semester) for the next Fall or Winter semester that they are not assigned to a course section. TheCard will remain active for all other privileges until one year after their last payroll position assignment. Adjunct faculty who have certain privileges deactivated, such as access to the Ryder Center, will have these privileges reactivated within 24 hours of being assigned to another course section. Adjunct faculty who have had all privileges removed for TheCard will need to obtain a new card and can do so within 24 hours of being assigned to another course section.

Pool staff will be able to obtain TheCard within 24 hours of being assigned to a position by the Office of Human Resources. Pool staff will retain certain privileges, such as access to the Ryder Center, until after they have been inactive in payroll for four weeks. TheCard will remain active for all other privileges until after the pool staff has been inactive in payroll for one year. Pool staff, who have had certain privileges deactivated, such as access to the Ryder Center, will have these privileges reactivated as of their first pay date upon re-employment. Pool staff who have had all privileges removed for TheCard will need to obtain a new card and can do so as of their first pay date upon re-employment. If these privileges are required prior to their first pay date, the supervisor of the pool staff needs to submit a request for re-activation to the IT Services Support Center or the Office of Human Resources. Such requests will normally be processed within 48 hours.

Temporary staff will be able to obtain TheCard within 24 hours of being assigned to a position by the Office of Human Resources. They will retain this service until after the first payroll for which they are no longer assigned to a position.

7) Cardinal-Link

Employees are eligible for Cardinal-Link, discount cable modem service, upon employment at SVSU until termination of employment.

Adjunct faculty are eligible as soon as entered into the SVSU payroll system until one year after the end of their last contract.

Temporary employees, including pool employees, are not eligible.

Retirees continue to be eligible upon retirement.

Employees approved for long term disability continue to be eligible.

8) Colleague

To be eligible for direct access to Colleague, the administrative and student record systems, all classifications of employees, including student employees, must sign off on a FERPA (Family Educational Rights and Privacy Act) agreement. This agreement will be provided at new hire orientation time by the Office of Human Resources. For adjunct faculty, this agreement will be provided in conjunction with their letter of intent by the Office of Academic Affairs. For student employees, this agreement will be provided by their supervisor.

Access to Colleague is provided to all classifications of employees, including student employees, on an as needed basis. Access must be requested by the employee�s supervisor in writing or via e-mail to the IT Services Operations area. Employee�s will retain this service until no longer deemed necessary by the employee�s supervisor or when no longer employed at SVSU.

Details of Processing

1) Daily Activation
A) Employees

Within 24 hours of being assigned to a position by the Office of Human Resources, the following services will be activated:

� Email ID created in Colleague (for informational purposes)
� Cardinal Direct (to access web-based student/faculty/employment information and services)
� Network (to utilize network storage space and computers in SVSU offices & labs)
� E-mail
� Web Page Space (to store personal web pages)
��VSpace (to utilize the online educational course work package)
� TheCard (to obtain TheCard and utilize TheCard services)

B) Adjunct faculty

Within 24 hours of being assigned to a course section by the Office of Academic Affairs, an adjunct will have the following services activated:

� Email ID created in Colleague (for informational purposes)
� Cardinal Direct (to access web-based student/faculty/employment information and services)
� Network (to utilize network storage space and computers in SVSU offices & labs)
� E-mail
� Web Page Space (to store personal web pages)
��VSpace (to utilize the online educational course work package)
� TheCard (to obtain TheCard and utilize TheCard services)

C) Temporary and Pool staff

Within 24 hours of being assigned to a temporary or pool position (generic or physical plant) by the Office of Human Resources, the following services will be activated:

� Email ID created in Colleague (for informational purposes)
� Cardinal Direct (to access web-based student/faculty/employment information and services)
� Network (to utilize network storage space and computers in SVSU offices & labs)
� E-mail
� Web Page Space (to store personal web pages)
��VSpace (to utilize the online educational course work package)
� TheCard (to obtain TheCard and utilize TheCard services)
2) Bi-Weekly Deletion
A) Employees who are no longer assigned to a payroll position will have the following privileges deactivated:
� Cardinal Direct
� Network
� E-mail
� Web Page Space
� VSpace
� TheCard

Retirees and employees approved for long term disability will have the option to retain email privileges.

B) Temporary staff who are no longer assigned to a payroll position will have the following privileges deactivated:
� Cardinal Direct
� Network
� E-mail
� Web Page Space
� VSpace
� TheCard

C) Pool staff who have not been on the payroll for the previous four weeks will have the following privileges deactivated:
� Cardinal Direct
� Network
� E-Mail
� Web Page Space
� VSpace
� TheCard - Ryder Center (Deactivated)

D) Pool staff who have not been on the payroll for the previous year will have all their TheCard privileges deleted.

E) Adjunct faculty who have not been assigned to a payroll position for one year will have all their TheCard privileges deleted.
3) Semester Deletion

For Fall and Winter semesters, adjunct faculty who have not been assigned to a course section for three consecutive semesters (SP/SU counts as one semester), as of the finalization of Officials (approximately 2 weeks into the semester), will have the following privileges deactivated:
� Cardinal Direct
� Network
� E-mail
� Web Page Space
� VSpace

For Fall and Winter semesters, adjunct faculty who are not assigned to a course section, as of the finalization of Officials (approximately 2 weeks into the semester), will have the following deactivated:
� TheCard - Ryder Center

Note � For all students/employees with active email IDs and students with only Cardinal Direct access, the personal information contained in NDS (the network database) will be updated from Colleague on a daily basis. Also, once a year (normally during Spring/Summer), any users in NDS that no longer have any active services, will be deleted from NDS.

Employee Technology Access Policy

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