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Access to ICT Resources on End of Employment Contract

Friday, 10th of August, 2012

Access to ICT Resources on End of Employment Contract

ISS and the Human Resources office have worked over the last year to integrate the computer account (including email) provisioning process with the University’s HR systems.

As of August 2012, access to IT resources by means of a ‘S’ Staff UDS and email account is linked by automated process to an individual’s status on the University’s HR Employees Records System (CORE). Accordingly, individuals who have reached the end of an employment contract with NUI, Galway will have their access to UDS and email services automatically discontinued 30 days after expiry of their contract.

In the past ISS facilitated the extension of UDS and email accounts for individuals who have reached the end of their contract on foot of a request from the relevant head of department or unit. As access is now linked to the record on the HR system, this can no longer be facilitated.

It should be noted that:

• There are contractual/legal implications of individuals being designated as staff beyond the defined duration of their contracts of employment with the University.
• Any person with a ‘staff’ account i.e. format 0099999s requires an ‘active’ record on the HR system to retain a staff computer/ email account.
• All contract staff and their line managers are advised by HR in advance of the cessation of their contract.
• Retired staff as per the agreed University policy will retain their computer account to enable them access their email via the internet.
• The ISS Service desk cannot extend an “S” staff account as it is linked to the individual’s HR record.
• In cases where there is an ongoing requirement for access to University ICT systems for individuals who are not contracted employees or otherwise recorded in the University’s HR Record system, these will be facilitated by ISS as requests for new External accounts, with an associated new email address, on authorisation of relevant Head of Department or Unit. For more info please see this page on the ISS website.

If you have any queries or feedback on this notification please contact the ISS Service Desk at 091 495777 email: servicedesk@nuigalway.ie in the first instance.

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