Granting preliminary privileges to new employees

 Objective

Department personnel specialists may grant temporary, 30-day, employee-level privileges to employees whose information is not yet available in the Human Resource Information System (HRIS) but need immediate access to K-State e-mail and calendar, K-State Alerts, and other university resources.

If 30 days is not adequate and an extension is necessary, the department personnel specialist may grant privileges again after the initial grant has expired. For example, a nine-month, temporary employee who has been terminated but will be returning after a summer break.

Once the employee's information is received in HRIS, as long as they enter their WID or SSN during eID registration, their eID will be automatically verified and they will not need to be granted privileges again or verify their eID. Verifying matches an eID with K-State employee or student records.

 Audience

  • Faculty
  • Staff

 Environment  

  • KEAS

 Procedure

  1. Have the employee register an eID.
  2. After the employee has registered for an eID, complete their appointment form and send it to the Division of Human Resources.
  3. Go to KEAS Support Tools and sign in with your eID and password. If you are unable to sign in, please contact your supervisor as you may not have access to this tool.
  4. On the left sidebar, click Pre-Employee Grants or click the Grant privileges to a preliminary employee link in the HR Tools section.



  5. In the Add New Grant area, enter the employee's eID, First name, Last name, Date of birth, Gender, and WID or SSN.

    Note: If you do not have all of this information about the employee, you cannot grant privileges.

  6. Click Search to find the employee for whom you want to grant preliminary privileges.
  7. Verify you have the correct account and click the Grant privileges button.



    Note: If more than one person was found that matched the information you entered about the employee, you will not be able to grant privileges. Please contact the IT Help Desk, as this employee may have more than one eID.

  8. Change the Expiration date of the privilege, if necessary.

    Note: Privileges can only be granted for 30 days at a time.

  9. In Comments about this privilege grant, type a short note about why this employee requires preliminary privileges and then click the Add Grant button.


Details

Article ID: 66
Created
Mon 5/23/22 1:04 PM
Modified
Tue 6/7/22 7:23 AM