Body
Information
This guide outlines when staff at Grand Rapids Community College gain access to various systems, the conditions under which this access is maintained, and when access is typically revoked.
Environment
- MyGRCC
- Staff Email
- ImageNow/Perceptive Content
- Campus Workstations
- Staff Services (e.g., PeopleSoft, Image Now)
- Raider Card
Process
Below are the typical account lifecycle events for staff members, including account creation, activation, and deactivation processes.
MyGRCC Account Creation
Your MyGRCC account becomes active in conjunction with HR establishing your active job row. This process automatically grants you access to essential GRCC resources, streamlining your integration into the college's systems from the start of your employment.
Email Account Creation and Deactivation
- Creation: Access to staff email accounts is granted based on your job record status (A, L, P, or S) and the presence of a current or future hire date within the next 21 days as recorded by HR.
- Deactivation: Tied to your employment status, access ends when you leave GRCC, emphasizing the use of personal emails for non-work-related communications.
- Retiree Email Accounts: Dedicated @retiree.grcc.edu emails are available for retirees upon request.
Canvas Access for Staff
- Account Creation: Initiated 45 days before the start date entered into PeopleSoft by HR, requiring active employment status and no exclusionary service indicators found in CSProd or HRProd.
- Deactivation: Currently, Canvas accounts are not deactivated and are considered lifetime accounts. Future changes may introduce an account lifecycle.
Campus Computer Access
Eligibility for workstation services, including campus computer access, is determined by your job record status (A, L, P, or S) in HR's system. Access is facilitated for both current employees and new hires with a start date in the next 21 days.
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Pre-Start Date Access: Staff and faculty gain access to campus computers from their official start date as determined by HR. For those who need early access, IT can manually grant specific entitlements before the start date to facilitate preparations for their roles.
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For board members, access to campus computers and necessary systems is not automatic and requires manual provisioning by IT.
- Access Deactivation: Access to campus computers and systems for staff is directly tied to their employment status as maintained in HR's records. Staff members will lose access to these resources on the effective date of their separation from the institution, as determined by HR. Adjunct instructors will lose access after 12 months without teaching classes.
Role-Based Access to Specialized Systems
Access to specialized software, systems, and Google Groups is determined by your job role and departmental needs. Supervisors initiate access requests, which are then provisioned to align with your responsibilities. This includes essential services like PeopleSoft, telecom, computer deployment, and ancillary accounts. Additionally, membership in relevant Google Groups is managed to facilitate appropriate communication and resource sharing within teams. Access and group memberships are adjusted or revoked following role changes or separation from the institution to maintain security and access relevance.