Entrance / Exit Policies & Procedures

Policies

  • PeopleSoft is the official, master repository for all NSCC employee data.
  • Employee Entrance: It is the hiring manager's responsibility to forward the Employee Transaction (ET) form to their campus HR Assistant as soon as possible for entry into PeopleSoft. The campus HR Assistant is responsible for notifying the appropriate HR Advisor, Technical Services and Facilities.
  • Employee Changes: It is the responsibility of each department to make and record changes to an employee record (as outlined below in "Areas of Procedural Responsibility").
  • Employee Exit: It is the responsibility of the hiring manager to complete the Employee Exit Checklist (EEC) with the exiting employee and submitting it to the campus HR Assistant.
    • The campus HR Assistant is responsible for notifying
      1. HR Advisor,
      2. Technical Services by email helpline ticket,
      3. Facilities.
    • HR functional analyst is responsible for updating campus and all staff distribution lists (in email).

Compensating Control

  • HR functional analyst will follow up that changes have been made to email and PeopleSoft
  • Finance and Student functional analysts will follow up that changes have been made to PeopleSoft

Areas of Procedural Responsibility (including creation, addition, and removal)

  • HR
    1. PeopleSoft Empl ID (NSCC ID)
    2. Employee Personal Data
  • Technical Services
    1. Computer user ID
    2. Email account
    3. Computer group memberships
    4. Email group memberships
    5. Remote access accounts
    6. Maintenance of PeopleSoft account
  • Facilities
    1. Telephone number & equipment
    2. Fax number
    3. Mobile numbers & equipment
    4. Other equipment signed out for off campus use
    5. Security cards/keys

Procedure - Employee Entrance

  1. The hiring manager completes the ET form and submits it to their campus HR Assistant to forward to the appropriate HR Advisor.
  2. The HR Advisor enters the employee into PeopleSoft and submits the employee's NSCC ID to the campus HR Assistant when completed.
  3. The campus HR Assistant notifies Technical Services and Facilities who complete their required tasks
  4. Technical Services updates appropriate email distribution lists.
  5. Technical Services and Facilities complete their required tasks, enter the data into PeopleSoft and notify the campus HR Assistant when complete.

Procedure - Employee Changes

  1. The hiring manager notifies their campus HR Assistant to forward changes to the appropriate HR Advisor, Technical Services and Facilities in order to prompt any tasks that each are required to complete.
  2. HR enters/changes the personal data into PeopleSoft, Technical Services enters/changes email addresses and Facilities enters/changes business phone numbers. Each notifies the campus HR Assistant when complete.
  3. Technical Services updates appropriate email distribution lists.

Procedure - Employee Exit

  1. The hiring manager completes the EEC with the exiting employee and submits it to their campus HR Assistant to forward to the appropriate HR Advisor, Technical Services and Facilities in order to prompt any tasks that they are required to complete.
  2. Technical Services updates appropriate email distribution lists and disables PeopleSoft account.
  3. HR updates information in PeopleSoft.
  4. HR Advisor, Technical Services & Facilities each notify the campus HR Assistant upon completion of their respective tasks.

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