Responsibility of Managers and Other UVa Officials for Access Privileges

Purpose
The purpose of this policy is to clearly define the responsibility managers and other UVa officials have to authorize appropriate access privileges to employees, contractors and others working under their direction or sponsorship and to modify or revoke those privileges when individuals transfer to another job within UVa, terminate from UVa, or otherwise no longer need these privileges.

Definitions
For purposes of this policy "manager" is defined as the individual to whom an employee, contractor, or consultant directly reports and "UVa official" is defined as the individual (e.g. dean, department head, faculty member) who is sponsoring the work of non-UVa affiliates, such as visiting faculty.

POLICY

New Employee Hires
When an employee is hired into a department, it is the responsibility of the employee's manager to authorize only appropriate access privileges for the employee. Examples of such privileges are purchasing cards, parking permits, telephone FAC numbers, computer accounts, photo ID badges, building and room keys, etc. See 2.7 Common Access Privileges for a more complete list.

Employee Terminations
When an employee terminates service with the University, it is the employee manager's responsibility to ensure that all access privileges are revoked and all keys, badges, and other physical items are collected from the employee in accordance with relevant policies. Managers must complete the Removal of Access Privileges and Return of University Property Form to University Human Resources’ Division of HR Administrative Services, 914 Emmet Street.

Employee Transfers
When an employee transfers from one job to another, it is the responsibility of both the employee's previous and new managers to modify the employee's access privileges as appropriate for the employee's new job situation.

Contractors and Consultants
It is the responsibility of the manager to whom a hired contractor or consultant reports to authorize only appropriate access privileges for that individual. Further, it is that manager's responsibility to ensure that all access privileges are revoked and all keys, badges, and other physical items are collected from the contractor or consultant when that individual's engagement with the manager ends.

Other Non-University Affiliates
Visiting faculty, research collaborators, government officials and other non-UVa affiliates may be granted access privileges to certain UVa resources in accordance with relevant policies. It is the responsibility of the UVa official who sponsors a non-UVa affiliate to authorize only appropriate access privileges for that individual. Further, it is that official's responsibility to ensure that all access privileges are revoked and all keys, badges, and other physical items are collected from the non-UVa individual when that individual's affiliation with UVa ends.

Timing of Access Changes
Access revocations should generally be effective and physical items should be collected on the day these are no longer required by the individual, and no later than the day after that individual transfers to another job within UVa, terminates from UVa, or otherwise no longer needs these privileges. Managers and other UVa officials, as described in previous sections of this policy, are responsible for notifying privilege-granting departments of needed changes sufficiently in advance of the effective dates to allow the departments to process these changes in a timely manner.

It is important to note that by policy a select few privileges may extend beyond the employee's or non-UVa affiliate's connection with the University. Privilege-granting departments will apply those policies when processing change requests.

Common Access Privileges
Common access privileges are listed in the following table along with specific departments to whom requests for addition, modification, or revocation of access privileges should be made. The list is not all-inclusive.

Current October 15, 2001