Overview
This article will describe what employee provisional access is and what systems those employees will have access to.
Environment
ePARs, Canvas, Employee email
Troubleshooting/Resolution
Provisional access allows certain account codes (114500, 112600) some access to a very limited amount of systems (JMU email and Canvas with a sandbox course) prior to the employee’s start date so they can familiarize themselves with systems and begin preparing for classes.
Note: Provisional employees will not get access to MyMadison until their effective start date
Provisonal Access can only be used for hiring Adjunct employees (114500) and Instructional Faculty (112600). Provisional access moves to full access once all approvals have happened, and Payroll completes the ePAR.
Provisional access is not provided for PARs entered on paper or for mass hiring practices (summer school spreadsheet.) Provisional employee ePARs are entered in the same way as a regular ePAR except you will include an actual start date and an effective date. Onboarding must be completed within 3 days of the Effective Date or access will be removed. In addition to other contract documents, you will need to submit the "Provisional Access Request Form" for the new hire to complete. All of these documents are housed in Adobe Sign and can be accessed from the HR website and the Academic Affairs website.
Do not attach the Provisional Access Request Form to the ePAR. That should be submitted via Adobe Sign to HR.
The Provisional Access Request Form will collect information such as:
- Have you ever been a student or employee at James Madison University?
- Are there any other names you may have gone by?
- The last 4 digits of your social security number (SSN)
- Initiators will use this information to search for employees to prevent duplicate information in the system.
Additional Information or Notes
For additional questions you can contact the IT Help Desk at 540-568-3555 or at helpdesk@jmu.edu