Purpose  Scope Policy Definitions General Statement Authorization and Approval of Access Who May Have a Personal HRS Account Sharing of Personal  HRS Accounts Group Accounts Password Expiration Guidelines HRS Account Deletions Employees Transferring to Another Position Within A Department Employees Transferring to Another Department or Division Exiting Employees Procedure Employee Request for System Access Employee Request for Changes in System Access User Assistance Request to Cancel Access Request for New Password

Form:  Request for UNCW Human Resources System Access How to Obtain Form

Revisions to reflect the current organizational structures of the Information Technology Systems Division and the Financial Systems Department are not marked due to the numerous occurrences throughout this policy. Other revisions are indicated with   Key revisions include: Passwords on all HRS accounts automatically expire every 90 days. HRS accounts are automatically deleted for non-use every 180 days.

Establishes policy and procedures regarding access to the Human Resources System (HRS).

Applies to all university departments and activities.

Definitions
 
Access:    There are two types of access available: update access and inquiry (view only) access.

Catalog:    A catalog is an array of specific screens as well as Batch, FOCUS, TRANS, On-Line, and/or World which defines the maximum access pre-approved for a department or office.

Data ownership:    Data ownership refers to direct accountability for the reliability, accuracy, and confidentiality of data. Data ownership for HRS is shared by Human Resources, Office of the Provost, Budget Office, and the Payroll Office.
 

General Statement

The Human Resources System (HRS) is an integrated data processing system for personnel, benefit, payroll and position information which contains confidential personnel information protected by law. Consequently, access is limited to the extent it is required to perform official duties. Primary emphasis is given to the responsibilities related to assuring or maintaining accuracy and reliability of data or system processes. The respective employee's department head is responsible for ensuring access is required to perform official duties and is updated or terminated as necessary.

Any employee with an HRS account is bound by the confidentiality statement on the request form and by Administrative Policy ITS 1.00 (Responsible Use of Electronic Resources).

Authorization and Approval of Access
 

a)      Who Authorizes Access.
Access to HRS is authorized by offices with data ownership. Access must be requested on the Request for UNCW Human Resources System Access (Form ITS 4.20) and must be signed by the department head, certifying that the request is justified. If access is being requested for a department head, the department head's supervisor must sign the request to certify that the request is justified. A submitted request with certification by the department head (or department head's supervisor if applicable) is processed as follows:
• Primary control persons in each office with data ownership authorize new access or changes to access if deemed appropriate to perform job duties.
• The HRS System Manager in the Financial Systems Department certifies access requests authorized by data owners. Pre-approved catalogs speed up the processing of the majority of requests.
b)      Access Determination.
It will always be necessary to determine exactly which records are required to do a specific task before appropriate access can be determined. Requesters should be prepared to justify all access requested. Global access to HRS is inappropriate in most cases.
c)      Initial Access Assistance.
The HRS System Manager in the Financial Systems Department provides initial access assistance to new users. Once approved, HRS accounts are established by the Department of Application Services (DAS).
d)      Confidentiality.
  Before a request for HRS access can be processed, the employee must sign the employee certification regarding the confidentiality of HRS data.

Who May Have a Personal HRS Account

Only permanent employees may have a personal HRS account. Generally, temporary employees and students are not permitted to have a personal HRS account. In rare cases, they may be permitted to perform duties under a group account with severely restricted access. (See Group Accounts below.)


Sharing of Personal HRS Accounts

An employee is not permitted in any circumstance to share his/her personal HRS account or to log in to the system using another employee's password and access code. Employees permanently filling a vacant position should never be given another employee's access or a previous employee's access codes.

 
Group Accounts

Group accounts are only permitted in rare instances and require justification and sufficient explanation of departmental controls. Group accounts should be severely restricted to data that is non-critical to payroll processing.

Password Expiration Guidelines

  Passwords on all HRS accounts automatically expire every 90 days.  Prior to the planned expiration date, users will receive an electronic message via HRS at login, prompting them to change their password.

HRS Account Deletions

  HRS accounts are automatically deleted for non-use every  180 days.  Prior to the planned deletion date, users will receive an e-mail notification.  Once a HRS account has been deleted, the employee's department head will need to request a new HRS account for the employee if HRS access is required at a later date.

Employees Transferring to Another Position Within a Department

If an employee is transferring to another position within the same department, the department head is responsible for reviewing the employee's HRS access and for ensuring that appropriate requests are submitted to the Financial Systems Department (if the employee's existing HRS access needs to be changed) or to the Department of Application Services (if the employee's existing HRS access needs to be canceled).

Employees Transferring to Another Department or Division

If an employee is transferring to another department or division at UNCW, the current department head is responsible for submitting a request to the Department of Application Services to cancel the employee's existing HRS access.  If HRS access is required in the employee's new department, a new request for access must be submitted.

Exiting Employees

Employees terminating employment at UNCW are required to sign out through the Department of Application Services as a part of the exit process prior to their last day of employment. HRS access will be canceled at this time for employees who have HRS accounts.

If employment termination is sudden, the department head is responsible for notifying the Department of Application Services to cancel access for that employee as expeditiously as possible.

1. Employee Request for System Access

• Contact the HRS System Manager (ext. 7206) to obtain a Request for UNCW Human Resources System Access (Form ITS 4.20).
• Employee prepares the request form (making sure to explain why HRS access is needed and indicating the specific job duties requiring HRS access) and signs the employee certification.
• The employee forwards the request to the department head for signature.
• The department head forwards the completed, signed form to the HRS System Manager in the Financial Systems Department.  Do not route for approvals.
• The HRS System Manager coordinates approval and forwards to the Department of Application Services (DAS).  Once access is established, the requesting employee is given a sealed envelope containing login information,  initial access assistance, and a copy of  UNCW 's policy on the responsible use of electronic resources.
• To check on the status of a request for system access, contact the HRS System Manager at extension 7206.


2.    Employee Request for Change in System Access
 

A request to change access should follow the same procedure as the employee request for system access.


3.    User Assistance
 

For assistance regarding screen usage and interpretation of data, the HRS System Manager can direct you to appropriate resources.


4.    Request to Cancel Access
 

Send a memo to the Department of Application Services,  requesting cancellation of HRS access. Include the employee's full name and department.  If you have questions or if HRS access needs to be canceled immediately in emergency situations, please call extension 3929


5.    Request for New Password When Password is Lost, Forgotten, or Expired
 

• For user name password (first password at logon, user-assigned), contact Computer Operations at ext. 3541 for instructions to pick up an interim password.
• For HRS operator number password (second password at login, system-assigned), contact the DAS System Liaison at ext. 3892.   The employee will pick up a new "Instructions for HRS Access" in a confidential sealed envelope.