Provisional access allows certain account codes (114500, 112600) some access to systems (eID, JMU email, Canvas with a sandbox course) prior to the employee’s start date so they can familiarize themselves with systems and begin preparing for classes.
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.