Agency Temp Employees, Independent Contractors, and Guest Researchers at Oakland University require authorized NetID and, if needed, ADMNET or Banner access. Departments must follow set procedures for account setup and termination through UTS and UHR.
Who is Eligible?
Faculty, Staff
Overview
Agency Temp Employees, Independent Contractors, and Guest Researchers may require account access. Agency Temp Employees are covered in a contract between the agency and the University. Independent Contractors have a personal contractual relationship approved by the Controllers Office. Guest Researchers must be approved by the Provost's office, within Academic Human Resources. In general, they are treated like employees under the terms of their contracts or relationships, but specific steps have to be followed to create the correct records.
Definition: All Agency Temp Employees, Independent Contractors, and Guest Researchers are considered “unpaid labor” for the purposes of access to technology. Agency Temp Employees, Independent Contractors, and Guest Researchers are not paid through University Payroll. UTS must first receive authorization before access to technology is provided. This document describes the account provisioning and authorization processes.
There are three primary Accounts used at the university (full Accounts documentation): NetID, Active Directory Domain called ADMNET, and Banner. All Agency Temp Employees, Independent Contractors, and Guest Researchers require a NetID. Based on the role and authorized access granted, some Agency Temp Employees and Independent Contractors may also require an ADMNET or Banner Accounts. The Forms Menu is a common repository for account access forms. If an Agency Temp Employee, Independent Contractor, or Guest Researchers is being placed with a fulfillment request within 24 hours, please note that account access may require additional time to complete the signature and data steward approval process required for account generation.
NetID: This is a required initial account for any access. The account used for network access, e-mail (both as a login and as an e-mail address), MySAIL access, ADMNET domain, and as the single sign on identity. The hiring department must complete a NetID Account Request - Guest form.
ADMNET: A NetID is provisioned with an ADMNET account. In order to access specific administrative protected resources including enterprise systems such as Banner Admin, Server Access or Shares requires the appropriate forms to be completed. One may require an ADMNET account, but not require access to Banner. The hiring department will include the signed User Access and FERPA forms that can be obtained from UHR for specific Agency Temp Employees, Independent Contractors, and Guest Researchers. Independent Contractors must also submit approval of the Tax Compliance Section Classification Request from the Controllers Office (Employee vs. Independent Contractor Classification).
BANNER: This is the university enterprise resourcing planning system. Not all employees require access to Banner. The hiring department is responsible to complete all applicable Banner Request Forms to complete this process and include the User Access and FERPA forms that can be obtained from UHR for specific Agency Temp employees.
Hiring Supervisor Responsibilities
Preparing for Agency Temp Employee, Independent Contractor, and Guest Researcher Start Date
Once the hiring department selects a candidate, the temp agency will send a notice to uts@oakland.edu and uhr@oakland.edu 5 days prior to a Agency Temp Employee coming on site. If the hiring department is contracting with an Independent Contractor, the hiring department must send notice to uts@oakland.edu and uhr@oakland.edu 5 days prior to the Independent Contractor coming on site. The department sponsoring a Guest Researcher must send notice to uhr@oakland.edu and ahr@oakland.edu , and uts@oakland.edu . This notice will generate a ticket with the name, the OU department hiring the employee, and the start date.
- UHR will create a PEAEMPL record with an ECLS record of NE. A PEAEMPL record can be created individually from NBAJOBS if a NetID is needed right away. NBAJOBS can be entered at the same time or at a later date after the hiring paper work is complete.
- The department will enter a job record with position number ”NONEMP” to create a position number.
- Because an ECLS record of NE does not automatically assign a NetID, the Supervisor must complete a NetID Account Request - Guest form.
- The Department will submit access request forms for all required accounts. NOTE: Temp employees are unable to submit or receive online forms. If a form requires the temp employee to accept terms of usage, a written statement signed by the employee may be scanned into a document and attached to the form by clicking that form's Attach button.
- Remind Agency Temp Employees, Independent Contractors, and Guest Researchers to bring Picture ID to pick up passwords at 220 Dodge Hall.
Preparing for Termination
- The vendor will send notification of Agency Temp Employee termination immediately upon notification. Hiring department supervisors are responsible for sending a notice of termination immediately upon contract termination for others.
- The Hiring Department/ Supervisor will submit a Delete Access form to request account deletion for Banner Access.
- The Hiring Department/Supervisor needs to complete a NetID Account Request - Guest form to request account cancellation for the NetID guest account. Guest Accounts must be renewed annually; failure to renew the account results in the termination of the NetID, Google Workspace for Education account, and ADMNET access.
NOTE: The Delete Access Form and NetID Account Request Cancellation are required even if the department intends to bring the individual back at a future date.
Additional Support
- OU Technology Center
- 44 Oakland Center
- Rochester, MI 48309-479
- (248) 370-4357
- Office Hours: M-F 8:00 am - 5:00 pm