Summary:
If an active employee switches departments or supervisor, a notification is sent to the supervisor(s) alerting them of the change.
This email serves as a reminder for the supervisor(s) to review the employee's access ensuring that it is appropriate for the current job. Such access to check for is access to various file shares, mailboxes, SharePoint sites, and other resources/services that may have been granted to the employee.
Q. Which supervisor(s) get notified?
A. If there has been a change in supervisor or department, the current and former (if available) supervisor will be notified.
Q. Are there any employee transfers excluded from this notice?
A. Student, contingent, and adjunct employees are excluded from the report.
Q. How many notifications are sent to a supervisor?
A. A supervisor should only receive one email for any changes detected for that day.
Q. Where can a supervisor view employee access?
A. The Sponsored Group Management Tool is available to view and manage memberships to a variety of groups that allow access to file shares, maildrops, SharePoint sites, and more. Supervisors can use the Sponsored Group Management Tool to view their own access and update groups that they sponsor.
Some access is automated – like departmental O: drives or email distribution lists. These will be updated soon after the employee’s start date for the new department.
For information on updating Stratus, PeopleSoft, and other access, please contact OTS for assistance by opening a TechHelp ticket.
Q. What if there is an issue with the data or notification?
A. Any issues with the accuracy of the notification may stem from updates to the job record in the Human Resources system. Please contact OTS first for assistance by opening a TechHelp ticket.
Q. Is any change in supervisor and department also visible elsewhere?
A. Any changes will also be reflected in Outlook and the NetID Management system.
Q. Why do some notices come long after the fact of a change in position or supervisor?
A. Some changes may be “bundled” by HR, the department/division, or be dependent on Payroll. Once HR makes the update, it may be backdated, but should be correct as of the moment this notice is sent.
Q. When does the process run?
A. The process runs in the morning picking up any changes made the previous day. If there are changes detected, notices are emailed at that time.
Q. What does the email notification look like?
A. Here is a sample notification with notes:
For further support, please contact the OTS by opening a TechHelp ticket.