Extend Employee Account

Overview

You can extend employee accounts by submitting the Extend Employee Account service request. Contract employee accounts (e.g., staff contract, sessional instructor, student co-op, etc.) will have expiration dates that must be provided on the form.  If this request is for multiple employees, then the contract end date must be the same for all.  If not, please submit separate requests.

Contract employees will be notified by email two weeks before their accounts expire.  Account extensions should be requested as soon as possible to ensure access continues through the extended contract date.

For the purpose of account creations and extensions, IT Services considers “Sessionals”  to be anyone with Instructor or Sessional in their title and that has an expiration date on their employee account. For auxiliary or contract staff and students that are not instructors, the department must provide an expiration date based on their contract end date.

NOTE:  If the extension is for a Banner user, then a Banner Account Request must also be submitted.

All sessional instructors follow the policy for expiration as set below:

Sessional accounts will be extended for 3 semesters plus one month. The dates for expiry are as follows:

  • January 31st
  • May 31st
  • September 30th

Information Required

UFV employees that are part of the Authorized Account Requestors Group can complete the Extend Employee Account request form to request an extension to one or multiple employees.  The following information must be submitted on the request form:                   

  • Name of the employee(s)
  • Employee ID(s)
  • Designate if sessional or contract employee
  • Designate if employee is moving into a permanent role
  • Contract End Date (applies to auxiliary, contract staff, and students)

Once the account is extended, the IT Service Desk sends a notification of completion to the requestor.

Instructions

Once the account is extended, no additional action is required by the contract employee.

The employee submitting this request must be part of the Authorized Account Requestors group.  Authorized requestors include:

  • Department Assistant (or an Administrative Assistant e.g., Executive Assistant, Program Assistant, etc., authorized by Director)
  • Department Head
  • Dean
  • VP / AVP
  • Director
  • Manager
  • Employees on the Exceptions List (internal list maintained by IT Services)

Support

Contact the IT Service Desk, or check the ticket status in the ITS Portal for updates.

Service Catalogue Entry

 
Service Name Extend Employee Account
Service Users Faculty, Staff
Description University administration uses this service to extend access to an employee account for contract renewal.
Features  
Category Accounts and Access
Sub Category Employee Accounts
Supporting Services Active Directory
Service Owner CIO
Business Owner Director, HR & Staff Relations
Authorized Requesters Department Assistant (or an Administrative Assistant e.g. Executive Assistant, Program Assistant, etc., authorized by Director or Dean)
Department Head
Dean
VP / AVP
Director
Manager
Employees on the Exceptions List (internal list maintained by IT Services)
Request Process Submit the request via web form in the Online Portal,
Ticket assigned to IT Service Desk group for fulfillment.
Approval Requirement/Process As per detailed processes.
Requirements and Pre-requisites N/A
Turnaround Time for New Requests 2 business days
Requester Responsibility The employee with the account expiring must follow the steps outlined in the IT account expiration reminder email.
Support Hours IT Service Desk business hours
Hours of Availability/Planned Downtime 24/7
Support Process Contact the IT Service Desk, check ticket status in the ITS Portal.
Support Owner Service Delivery Manager
Support Documentation Online Portal Knowledge Base
Customer Costs N/A
 
Submit Extend Employee Account Request

Details

Service ID: 375
Created
Fri 2/7/20 12:10 PM
Modified
Wed 10/6/21 10:35 AM