eID Activation Process for Employees and Hiring Managers

Overview

This article will explain why the "personal email" field on employee ePARs is now necessary and what it will be used for.

Environment

Employee ePAR, MyMadison, Personal email account

Troubleshooting/Resolution

Due to new policy/procedures, the “Personal Email” field became required on all ePARs for incoming hires and re-hires. This feature is now used to send an eID activation email directly to the incoming employee instead of the supervisor and is also used to allow the incoming staff member to re-send an activation email to themselves if it expires. Once an eID is activated, the personal email is no longer used other than as a secondary email.

Note: if you are rehiring an employee or changing their position/title and their eID is not Disabled, they will not receive an activation email as their eID is already in an active state. No action will be required on their part.

When entering a personal email on an ePAR, please verify that the email address is correct; accuracy of the personal email is important to ensure the hire or rehire receives their account activation email. An invalid address would result in not receiving an activation email and the incoming staff member would need to contact the Help Desk for further assistance.

If a hire cannot provide a personal email address (or chooses not to), the supervisor or hiring manager's email address (eID@jmu.edu) can be entered in the “Personal Email” field as an alternative.

Please note that when a supervisor’s email address is used it is highly recommended and encouraged that the hire, once they have activated their eID account, go to MyMadison and update their personal email and remove the supervisor’s email address.

 To update personal email in MyMadison:

  1. Go to MyMadison.jmu.edu and log in
  2. Navigate to the Employee tab
  3. Under Personal Information, click Personal Information
  4. Update Personal Email and click Save

Having the most updated personal email information will ensure that any Okta activation emails will be delivered to the employee (account holder) and not the supervisor.

 University policy remains that JMU business will be conducted with the JMU email with the exception of eID account activation and recovery. Personal email should not be released by HR for any purpose.

Additional Information or Notes

For additional questions you can contact the IT Help Desk at 540-568-3555 or at helpdesk@jmu.edu.

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