| Based upon recommendations made by the State's Auditor of
Public Accounts, the University has taken steps to reduce the
possibility that our personnel, facilities or systems could be
compromised, misused or even endangered due to inappropriate
continuation of access privileges or failure to retrieve
University property. The University has implemented a
formalized process to help ensure that access privileges are
removed from personnel who are reassigned or transferred to
other jobs or who have ended an employment or contractual
relationship that previously allowed them access privileges.
The University adopted a formal policy in October of 2001 that
addressed the responsibilities associated with access
privileges and return of UVA property. A copy of the policy
(Access Privileges and Return of UVA Property
--Responsibility of Managers and Other UVA Officials) is available on the UHR website at
http://www.hrs.virginia.edu/Policies/emplrel/accesspriv.html
Additional steps that the University has adopted in order
to reinforce the policy referenced above include:
- implementation of an automated notification of
separation - this process involves generating a weekly
report of separated employees from the HR system to other
systems to trigger adjustments to computer accounts,
application log-in authorities, telephone FAC codes, etc.
- generation of an HR systems user report - this report is
reviewed each month by the Interim Director of HR
Administrative Services, Donna Roach, to verify that
separated employees have had access privileges removed from
the Human Resource System, the On-line Personnel Action
System and the University Employment System and that only
appropriate users have access.
- A separation checklist (Removal of Access Privileges
and Return of University Property Form) and process have
been developed - the separation checklist must be
submitted to UHR for employees who are (a) being reassigned
to another position which requires different access
privileges; (b) transferring to another job within the
University; (c) separating from the University; and (d)
vendors or others with access privileges who are terminating
their relationship with the University. A copy of the form
is attached and also may be found on the UHR website under
Links and Forms (UHR Employee Records) at http://www.hrs.virginia.edu/linksforms.html.
Thank you for your support in
implementing these changes. Please distribute the information
to your respective managers and others with a need to know.
We depend upon your help to safeguard access to the
University's information systems, people and property.
If you have questions, you should contact
Sis Spicer in the Division of HR Administrative Services in
UHR at 924-4387.
/tg |
