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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.

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Expand
titleExpand this section for details about types of resources

Choose from these types

Comments

Managed by manager/resource administrator?

Managed by delegate?

Managed by 'delegate for contractor?

HR P&C approval required

Academic Contractor

  • paid by Finance

  • Associate Faculty, facilitators, Thesis and Dissertation supervisors, etc.

(tick)

(tick)

(tick)

Contractor

  • paid by Finance

  • hired for non-academic work

  • includes project managers, certain specialists, etc.

(tick)

(tick)

(tick)

CUPE

  • paid by Payroll

  • in the employee (CUPE) union

(tick)

(tick)

(tick)

Exempt

  • paid by Payroll

  • non-union employees

(tick)

(tick)

(tick)

Guest

  • not paid

  • Board of Governors, guest speakers, Thesis and Dissertation supervisors, etc. etc.

(tick)

(tick)

(tick)

Research

  • paid by Payroll

  • hired specifically for research work

(tick)

(tick)

(tick)

RRUFA

  • paid by payroll

  • members of the faculty (RRUFA) union

(tick)

(tick)

(tick)

Enter resource information

Preferred name is the name you like to use, like Bob instead of Robert. Don’t make this mistake

Note

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.

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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 ) 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) Preferred name (the name they use daily; this will be used for the computer account and email address, like Bob)

(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.)

(2) Legal first name (the name they would provide to payroll because of CRA related things)

(3) Their preferred name (the name they use daily; this will be used for the computer account and email address)

(4) Their last name

The personal information is used to check for existing/duplicate records. Here’s more information about how duplicate checking works.

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Info

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) “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 employee’s 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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  1. Add a resource in Chef

    1. Log into Chef

    2. Add a resource (choose exempt, CUPE, RRUFA, Research)

    3. Enter their ID number, preferred name, last name, and personal email address

    4. Enter the initial lookup information

    5. Chef will look to see if they already exist and if they do, Chef will show you their record

    6. Choose to ‘use this record’

    7. Enter the remaining required information

    8. Submit

  2. P&C will receive an approval request.

    1. You’ll receive a notice when P&C approves

    2. P&C will update information in the background to make this person’s primary role ‘Employee’ from contractor

    You

    1. instead of contractor and the person’s computer account expiry date will be changed to “never expires”.

  3. 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.

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  1. 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

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As a resource administrator, you will need to record information about them as a contractor. Here’s how:

  1. Add a resource in Chef

    1. Log into Chef

    2. Add Create a resource (choose contractor or academic contractor)

    3. Enter their ID number, preferred name, last name, and personal email addressthe lookup information

    4. Chef will look to see if they already exist and if they do, Chef will show you their record

    5. Choose to ‘use this record’

    6. Enter the remaining required information

    7. Submit

  2. You 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: No new computer account will be created because this person already has one. The computer account 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.

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