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Only managers/resource administrators or delegates can create employee resource records and submit them for approval from HR. Records are released for computer account creation once HR approves. Only HR can terminate a computer account/employment for employees.
Resource administrators, delegates, and ‘delegates for contractors’ can create and submit contractor resource records. No approval is required from HR. 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
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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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The contractor types are Academic Contractor, Contractor, and Guest.The information collected for an employee type is slightly different than that collected for a contractor
Regardless of the resource type, some personal information is required:
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-1- The 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.
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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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. |
Special instructions for entering external supervisors and committee members
The thesis and dissertation office has provided additional information about entering external supervisors and committee members.