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Unpaid Interns, Student Employees, or other non-employees (Volunteers) may require access to NetID, Banner, or ADMNET domain access as approved by their supervisor and the Data Steward identified in Policy #860 Information Security. Please review the description for Accounts.
Unpaid Interns, Student Employees, or others with primary instructional assignments must be approved in advance by the Office of the Provost. If the Volunteer is in an instructional or academic role, approval is also required by the Office of the Provost.
Who is Eligible?
Faculty, Staff
Procedure
Grizzly ID
First, the supervisor must verify that the Unpaid Intern, Student Employee, or other non-employee (Volunteer) has a Grizzly ID. All current and past students and employees have a Grizzly ID.
If the Unpaid Intern, Student Employees, or other non-employee (Volunteer) is not a former or current student or employee, contact University Human Resources, Employment - Office Assistant (Kim Crawford crawford@oakland.edu ) to create the G# for the person.
Position
If a new Grizzly ID was created, the Office Assistant will forward that information to the Coordinator - Personnel Records (Pam Fritz fritz@oakland.edu ) to have the correct (NONEMP) position number assigned to the person.
If the Unpaid Intern, Student Employee, or other non-employee (Volunteer) already has a GrizzlyID of record, the supervisor must forward information to the Coordinator - Personnel Records to have the correct (NONEMP) position number assigned to the person.
All Unpaid Interns, Student Employees, or other non-employees (Volunteers) will have the same position number NONEMP (e-class of NE). This position number already exists in Banner, so there is no need to request it from the Budget Office when an unpaid intern is hired.
NetID
All Unpaid Interns, Student Employees, or other non-employees (Volunteers) must have a NetID prior to having an ADMNET or Banner account. The supervisor checks for a NetID. If the person is a current student or employee but does not have a NetID, the person can obtain a NetID at https://iam.oakland.edu/picknetid.
If the person is not a current student or employee, the supervisor requests a Guest NetID by submitting the form to request a Guest NetID found under letter N on the Forms menu. Unpaid Interns or other non-employees must obtain a Guest NetID account prior to requesting Banner or ADMNET access. To review the guidelines for issuance of a NetID, see the Accounts - NetID documentation.
Volunteers (anyone who is not an employee, an Unpaid Intern or Student Employee) must complete the Volunteer form from the Office of Legal Affairs. The form must be maintained by the Supervisor. Volunteers must be approved by University Human Resources. This process will result in the person being recorded by either University Human Resources or the Office of the Provost, with the individual being assigned a G#.
The supervisor of the student employee or unpaid intern review the form Oakland University Student Employee and Student Intern Confidentiality Agreement. This form can be found on the Legal Affairs website at http://www.oakland.edu/legalforms. The student employee, intern or other unpaid non-employee must sign the form, and the supervisor will maintain the signed copy of the form in their personnel file.
Complete and submit the following UTS Forms as needed: https://forms.oakland.edu/default.aspx
- ADMNET Account Request
- Banner Request Forms specific to the intern’s position or student employee's position
- Attach a copy of the form Oakland University Student Employee and Student Intern Confidentiality Agreement to the Access Request.
- NOTE: If the intern is performing academic advising-related duties, the following access may be needed:
- Banner – Student Access Request
- BAN_ADVISER_QUERY_C
- BAN_REG_PERMITOVERRIDE_C
- Banner – Relationship Manager Access
- Student Banner module / Adviser role
Once approved and processed, the individual and requesting department, will receive an email indicating the password can be picked-up.
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