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A resource is any person with a non-student relationship with RRU. This includes employees, academic contractors, non-academic contractors, and guests.
New employees: Only managers/resource administrators or delegates can create employee resource records and submit them for approval from HRP&C. Records are released for computer account creation once HR approves. Only HR P&C can terminate a computer account/employment for employees.
Contractors: Resource administrators, delegates, and ‘delegates for contractors’ can create and submit contractor resource records. No approval is required from HRPP&C. Records go immediately for computer account creation. This same group can terminate a computer account/employment for contractors.
More about types of resources
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Enter resource information
Preferred name is the name you like to use, like Bob instead of Robert. Don’t make this mistake
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Wait! A common mistake is to enter the preferred name incorrectly. Correcting a wrong name requires a name change which involves multiple departments and can be delayed due to resourcing. Please see the example below. |
First name | Preferred Name | Last Name | Correct? |
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Robert | Bob | Smith | Yes! |
Robert |
| Robert | No. ❌ In the ‘preferred name' field, please enter just the name by which the person wants to be called, like ‘Bob’. |
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If you inadvertently create a resource with the wrong name or wrong spelling, initiate correct that mistake by initiating the name change processto get it fixed. Once . It may seem that entering a new record is the fast way around such a mistake but that will cause problems because once a resource has been created, the identifiers for that person are integrated throughout our systems and cannot be deleted anymore. The only way to fix the mistake is to do a name change on the records. Creating a second record results in a second set of identifiers. |
Information about the fields on the form
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Here’s important information about some of the fields:
You’ll choose Choose a resource type to get started.
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When an employee type resource is added, there is an approval checkpoint at HR P&C before the record is moved along to have a computer account generated. And HR P&C is the only group who can terminate a computer account.
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When a contractor type is added, there is no HR P&C involvement. Information goes directly to the computer account creation process. Resource administrators can manage the computer account termination date.
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Regardless of the resource type, some personal information is required. The person you are working with may already have a non-student relationship with RRU so start by entering some information that is unique for each person:
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-1- The personal email address must be not already used at RRU by this person as an employee or contractor, or this person as a student, or by another person in any role (this might happen if two people work here and use a family email address instead of a personal one)-2- Legal first name ((1) If you know the Resource ID (resno) of the person, enter it, and then click ‘Check for existing records’.
Or else, enter one or more of the following pieces of information:
(2) Legal First Name (Given name, the name they would provide to payroll because of CRA related things, like Robert)
-3- Their preferred (3) Preferred name (the name they use daily; this will be used for the computer account and email address, like Bob)
-4- Their last name
The (4) Last (Family) name
(5) Personal email address !!! must be unique to this person !!!
(Often, our employees and contractors were students first. If this person is/was a student, they’ll have an email address on file. The email address you provide here must be different from that one. We know this is the same person but they have two identities here and each needs a unique email address.)
The personal information is used to check for existing/duplicate records. Here’s more information about how duplicate checking works.
The rest of the information collected varies by resource type. An example is shown below, where Chef is asking for “employment details”. This is for an employee type. If this were a contractor type, Chef would be asking for “business details”.
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-(1- ) the Primary Groups field is a drop down list that is the same as the list used in CAMP. Eventually, this will change so that we’re using the information from Unit 4 but we cannot make that change until Unit 4 and Chef are both live and working together.
-(2- ) / -(3- ) The Campus Location and Office Building fields, and others you may encounter, are drop down lists from which you can choose a predetermined value. Managing information this way ensures consistency in data collection and in reports. Campus location could be ‘Colwood’ for 2005 Sooke Road, ‘Langford’ for the campus on Goldstream, or ‘Remote’ for someone who is fully remote. If you choose ‘Remote’, you will not be asked to provide an office/room, etc.
-(4- ) The Contract start date is the date the new person will start work.
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Employees will not have an account expiry date but for contractors, you’ll be asked to enter a computer account expiry date so date. Ideally, this is the end date of the contract you have with them. Because employees do not have a computer account end dates, there will be fewer notices about account expiry dates than you received previously. Contractors have expiry dates. You will continue to receive notices about thesecomputer accounts expiring for contractors. All of these notices come from the account management process, not Chef, just as they did not come from CAMP in the past. The account creation & termination process hasn’t changed yet. |
-5- Indicate (5) “Computer Account notification recipient” refers to where computer account related notices should go. Many departments use a shared email box for this so that more than one person can respond to notices. This should NOT be the new person’s email address.
-(6- ) Only positions that report to this hiring manager or for whom this person has been designated the resource administrator (according to Unit4) will display in this dropdown list, even if it’s the delegate entering the information.
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If the new person is a contractor, there will be no ‘position’ as these exist only for employees. In this case, you’ll type the person’s title. |
-(7- ) By default, new people are not added to the Contact directory located on www.royalroads.ca. Toggle this on if you want the new person’s name to be listed in the directory. A resource administrator can toggle this on behalf of a new person when they are entering the record. Once the record has been saved, only the person can toggle this option.
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If the new person is faculty or associate faculty, they may wish to have a biography included in the Faculty Directory. If so, you’ll ask for that in the provisioning form, which you can complete once the person has a computer account. |
Adding external supervisors and committee members
The thesis and dissertation office has provided additional information about entering external supervisors and committee members.
Contractors who become employees
If a person has an active relationship with RRU as a contractor, they already have a resource record and other information recorded in the resource management system. And they already have an identity record with us and a computer account. The information that exists in these places is about their contractor self.
As a resource administrator, you will need to information about them as an employee. Here’s how:
Add a resource in Chef
Log into Chef
Enter the initial lookup information
Chef will look to see if they already exist and if they do, Chef will show you their record
Choose to ‘use this record’
Enter the remaining required information
Submit
P&C will receive an approval request.
You’ll receive a notice when P&C approves
P&C will update information in the background to make this person’s primary role ‘Employee’ instead of contractor and the person’s computer account expiry date will be changed to “never expires”.
Because they already have a computer account and email address, you may complete the provisioning form to request the things this person needs to do their job. If they are leaving their old role, this is also a good time to ask for them to be removed from the things they no longer need.
Employees who become contractors
If a person has an active relationship with RRU as an employee, they already have a resource record and employment recorded in the resource management system. And they already have an identity record with us and a computer account. The information that exists in these places is about their employee self.
As a resource administrator, you will need to record information about them as a contractor. Here’s how:
Add a resource in Chef
Log into Chef
Create a resource (choose contractor or academic contractor)
Enter the lookup information
Chef will look to see if they already exist and if they do, Chef will show you their record
Choose to ‘use this record’
Enter the remaining required information
Submit
Because they already have a computer account and email address, you may complete the provisioning form to request the things this person needs to do their job.
Note: Normally, contractors have a computer account end date that matches the end date of their contract. But the computer account for this person is already set to ‘never expire’ because this person is also an employee.