Caspur employee account priviliges and responsibilities...

What Employees and their Supervisors need to know

Topics:

  1. When you are hired...
  2. Your responsibilities
  3. Getting Technical Assistance
  4. Gaining additional access
  5. If you trade PCs with someone
  6. When you change jobs
  7. If you change your name
  8. If you change your address
  9. Identifying yourself
  10. What your Supervisor needs to know

When you are hired...

When you are hired as a full-time U of R employee, in most cases you will be provided with a computer and access to the systems that you will require to do your job. This will be arranged for you ahead of time, so that your computer will be ready for you on the first day of work which had been agreed upon at the time you were hired.

There are certain exceptions to this situation, such as the following:

  1. The equipment may not yet be available for your use on your first day.
  2. Your first day is less than 7 days from the date at which the hiring decision was made, in which case there may not have been time to set up your computer accounts.
  3. Your contract does not require you to be on campus on your first working day, and hence we cannot pre-arrange your first-day orientation.

  4. Your job does not require the use of a personal computer (PC), or it requires the use of specialized, non-standard equipment.

If any of the above cases apply to you, contact your supervisor when you arrive at work. If your supervisor deems it necessary for you to have a PC, he or she will make arrangements to provide you with a system at the next possible opportunity, typically within 5 days of when you start work. You might also make arrangements with your supervisor to have partial access to systems prior to your first day (for example, access to U of R EMail services).

If none of the above cases apply to you, here is what you can expect on your first day:

Note that if you use Banner, you will not have access to all parts of the system. You will gain additional access after you attend training. Moreover, some of your access rights may be temporary, contingent upon you attending training at the next possible opportunity.

By accepting the license agreement, you have agreed to follow U of R policy as it pertains to computing systems. For more information on this policy, click here.

Note: To find out when Banner training is offerred, and to register for courses, click here.

Your Responsibilities

You are expected to use the computers and services provided to you in a responsible manner. Failure to comply with the aforementioned policy will result in revocation of your access to systems, and in severe cases may result in legal action.

In particular, we wish to highlight some important policies that you should pay attention to:

Getting Technical Assistance

If you have any problems with your computer equipment or access to centralized systems, contact the U of R Help Desk at 585-4685.

In some cases (such as when repair of your computer is needed), some costs may be charged back to your department. In those cases, you will need to provide accounting information to the Help Desk. If you do not have responsibility for a budget, ask your supervisor for the necessary "FOAPAL" account codes.

Gaining additional access

If you need to carry out particular duties with the administrative systems such as registering students or entering requisitions, you will need to attend training on how to use the system for those duties. For training information, call the U of R Learning and Development office (within the HR department) or click here.

Also there are some software packages which are provided to employees only upon request. If you want any of the following, contact the Help Desk at 585-4685:

Finally, you can buy internet access for your home from the University (also arranged through the Help Desk).

For full information on computer-based services available to you, view the U of R home page by clicking here.

Important: if you discover that your access permissions to the administrative systems are not adequate for you to do your job, call the Help Desk. In case of difficulty using your system, always call the Help Desk. They are your "one stop" contact point for all technical matters. The Help Desk will make arrangements with the appropriate technical staff so that your problem gets solved.

If you trade PCs with someone

If you trade PCs with another employee (so that henceforth you use their PC and vice versa), you must contact the Help Desk.

The software distribution to your PC is done when you boot your PC. There is a serial number registered for your PC. If you sign on to someone else's PC with your username, that machine will not be properly updated. Therefore it is important for you to contact the Help Desk, so that the electronic records can be adjusted.

If the PCs are also changing location, then the Help Desk will forward this information to the business office so that they can update the fixed assets database. You need to provide the following information to the Help Desk:

When you change jobs

When you change jobs, either to leave the university or to take a different job at the university, your old access rights will be revoked on your last day. If you are taking a different job at the University, new access rights will be granted as soon as possible thereafter--typically within one or two days.

If you change your name

If you change your name (for example, as a result of marriage), you must contact the HR office.

The HR office will contact Computing Services so that you automatically get a new alias for your Email account. (EMail uses first name and surname as a means of identifying a person, as in: "Jane.Smith@URegina.CA").

Because your username is a derivative of your surname, you may also wish to have a new username assigned. This is optional, because you are the only person who uses your username. All other people refer to you by your real name.

For example, the username for Jane Doe might be DOEJ14. If Jane married Henry Smith, she might either:

  1. leave her username as DOEJ14 but change her name in Caspur, OpenTime and EMail. (so that her EMail would become Jane.Smith@URegina.CA instead of Jane.Doe@URegina.CA).
  2. Change both username and EMail address. In this case a new username would be assigned (for example, SMITHJ74).

To arrange for a new username ("b" above) contact the Help Desk. Changes of username may take up to 5 days to complete, inasmuch as they require more extensive changes to be made in various systems. (Old email, security clearances, your files on the Novell file servers, and other records will be transferred to your new username).

In some cases following a username change, you may find that you are unable to access some of the files or services you could use under your old username. In these situations, contact the Help Desk.

If you change your address

If you change office locations, or if your home or business address is changing, contact the HR office. We will update our database, so that you continue to receive official correspondance from the University.

Alternately you can also change your address using the WISURD employee web pages. From the U of R home page ("www.uregina.ca") chose "WISURD" or click here.

Identifying yourself

When you are in contact with the Help Desk, there are occassions when you will need to prove your identity. This is particularly true if you are requesting access to additional security on U of R systems.

As a new employee, you should arrange to get a photo ID card. This can be arranged through Student Services. Your photo ID will indicate that you are an employee, and can only be obtained once your employment records are on our database (sometime after you are hired).

If you appear in-person at the Help Desk, you may be asked to show your photo ID.

It is also possible to phone the Help Desk rather than showing up in person. In cases the Help desk will identify you by calling back to your published phone number, or by checking caller-ID. This method will only be used when the calling phone is known to be in a secure area (such as the Business Office, or a private office where the caller is likely to keep the door locked in their absence). This will decrease the risk of someone gaining access to your account by impersonating you over the phone.

Note: If you have a private office without a receptionist, you are strongly encouraged to keep your door locked when you are not present.

Also note: If your published office phone number is an analog cell phone, please remember that your conversation can be "eavesdropped." Do not request that your password be given to you by the help desk when you are talking on an analog cell phone.

In cases where the Help Desk is not sure that the caller is who they claim to be, they may seek additional confirmation from your supervisor before responding to your request.

What your Supervisor needs to know

When you hire a new employee, you must do the following to ensure that Computing Services will have the new employee's accounts ready for their use on their first day.

In most cases, the above actions are all that you need to do. A confirmation note will be sent to you indicating that the accounts have been created, and confirming that a technician will appear on the designated day at the designated location.

If you do not know the start date or room location, or if you are unsure that a PC will be available for the employee, call the Help Desk. You can call the Help Desk anytime to make arrangements for setting up the system for a new employee.

If you wish for the employee to have remote access to the U of R Email server prior to the first day of work, contact the Help Desk to make arrangements. (NOTE that this is only appropriate if the new employee has sufficient expertise to connect to the U of R EMail server with their own software. Computing Services will not provide off-campus assistance in these cases. In general, it is not recommended to provide Email access prior to the start of work. Note also that the employee's password will not be provided to you, but only to the employee by mail or in person at the Help Desk.)

Employee Training

The new employee will be given access to those Caspur/Banner features which are appropriate for them based on their job description.

The employee must attend training on the use of those features that they will be using, as soon as it becomes available. If they do not attend at the next opportunity, access will be revoked.

In certain cases, such as particularly important functions of the system where training is offered frequently (such as the use of registration forms), access will not be granted until completion of training. However, it is possible for you as supervisor to make special arrangements for the employee. To do so, you should contact one of the following:

The authorized person listed above will then contact the Banner Security administrator to arrange for the access to be granted.

As supervisor, it is your responsibility to ensure that all employees reporting to you use the U of R systems correctly. It is particularly important for you to supervise the employee's use of the system in that period prior to their attending training.

Shared Usernames

More than one person can share a Caspur/Banner account only in the circumstance where there is a PC at a front counter where it may have to be used intermittently by different people. (If two people share a job and each use the PC in different blocks of time, they each get their own username.)

The shared accounts will not be associated with the employees; instead they will have their own accounts which are to be used for all transactions to be conducted under their own name.

The supervisor is held responsible for all use of a shared account.

Other than this particular exception, no employee is to permit other employees to use the same username that they have used.

While Caspur/Banner accounts are not shared, the same is not true of Novell accounts. If two users share a PC, a single name will be used to sign-on at bootup, so that the SOFTDIST upgrades are correctly applied. The Novell username and the Banner username do not have to be the same name.

Revised on: June 27, 2000

Copyright 2000, University of Regina. All rights reserved.

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