Statement

This document describes how the IT account is created for new employees and how staff and faculty are notified of their new account. Student employees do not receive notification of their IT Account through this process as they are notified as a new student prior to arriving on campus for FOCUS or Law/Grad Orientation.

Valparaiso University Departments/Personnel

Human Resources
Information Technology
Campus Services

Files Used by Process

Process Specific Tools

Colleague
- STAS
Blackboard Transact (Bbts)
IT Accts

Procedures

Staff and Faculty

Since 2012, Staff and Faculty records are automatically sent from Colleague to Bbts as active employees four times a day (Add link to Bbts process). These records do not rely on I9 completion dates to be entered in Colleague.
The IT Accts are created twice a day after Bbts has assigned active roles (Add link to Bbts process).
The active IT accounts then trigger appropriate DataVU assignments and sends an emailed account communications (within a 12-hr time frame) to their personal email address.
The I9 completion date in Colleague was previously used to determine when staff receive the email account and welcome communications. Effective July 1, 2016, both staff and faculty will "immediately" receive their acct email instead of being held up with the I9 completion date being entered into Colleague

Student Employees

When a STU or STUT HR status is entered on the STAS screen, the Bbts process assigns a primary role of student. A secondary role of staff is assigned 7 days prior to their start date.
If students are inadvertently assigned a non-STU/STUT status on STAS, they will be "immediately" assigned primary role of FAC or STA, even if they are registered for classes. Since employees can take classes, Bbts has always been set up to use the HR status to determine whether or not a person has a primary role of FAC, STA or STU.