TRIM Access Form Student Records Including Non Callista User Agreement

RECORDS MANAGER (TRIM) Records Management Office ACCESS FORM (GENERAL) Enterprise Information Management, eSolutions * INCLUDES BUSINESS UNIT & FACULTY RECORDS *

* INCLUDES CENTRAL ADMINISTRATIVE RECORDS *

If you require assistance with completing this form log a job with Service Desk Online

1 – APPLICANT DETAILS

Title: First Name: Last Name:

Staff ID:

Division/Faculty:

Department/Business Unit:

Campus:

Email Address:

Phone Number:

Authcate Username:

2 – ACCESS DETAILS

 BASIC USER (Search and View Records)

Access Level:  ADVANCED USER (Create, Search and View Records)

 FILE CREATOR (Create Business Unit or Faculty Files) MAC  Other (specify below): Computer Type:   PC Records Manager (TRIM) can be installed on YES Is your computer registered on  your computer the Monash network? (i.e. within the Monash domain)  NO Contact the Service Desk for advice

For example: Records relating to agreements or contracts, committees, eSolutions, Facilities and Services Division, Faculties, Residential Services etc What type of records will be accessed or created?

Why is access required?

3 – TRIM USER ACCESS AGREEMENT (APPLICANT TO COMPLETE BEFORE SUBMISSION)

of 4 Version 5.0 I will not provide Records Manager (TRIM) access to unauthorised users using my authcate account details.

I have read and understood the Monash University policies and procedures outlined above (refer to Section 6).

Applicant’s Signature: Date: (MANUAL SIGNATURE REQUIRED)

4 – MANAGER AUTHORISATION (APPLICANT’S MANAGER TO COMPLETE BEFORE SUBMISSION)

Authorisation for access to administrative records must be granted by the Department or Business Unit Manager. Includes applicants seeking access to Central Files Only.

MANAGER DETAILS:

Title: First Name: Last Name:

Position Title:

Department/Business Unit:

Manager’s Signature: Date: (MANUAL SIGNATURE REQUIRED)

5 – BUSINESS OWNER AUTHORISATION (APPLICANT TO SEEK APPROVAL BEFORE SUBMISSION)

Authorisation for access to administrative records must also be granted by the Business Owner (or nominee) of the records. This section is not applicable if applicant is seeking access to Central Files Only. Select Business Unit Nominated Authoriser from the list provided on the Forms web page

Business Unit Nominated at: http://www.adm.monash.edu.au/records-archives/records/forms.html Authorisation: Tick below if applicant is not from a Business Unit:

 Not Applicable (seek Faculty Nominated Authorisation below) Select Faculty Nominated Authoriser from the list provided on the Forms web page at:

Faculty Nominated http://www.adm.monash.edu.au/records-archives/records/forms.html Authorisation: Tick below if applicant is not from a Faculty:

 Not Applicable (seek Business Unit Nominated Authorisation above) BUSINESS OWNER (or nominee) Signature: Date: (MANUAL SIGNATURE REQUIRED)

Print Name:

Position:

Business Unit or Faculty Name:

of 4 Version 5.0 6 - TRIM USER DECLARATION FORM

Important Note: This form only needs completing once. You do not have to complete separate declarations for SAP Callista and TRIM.

PERSONAL DETAILS – Please print YOUR SURNAME YOUR GIVEN NAME

STAFF PERSONNEL NO. PHONE NUMBER DEPARTMENT/CENTRE/UNIT

EMAIL ADDRESS CAMPUS

AUTHCATE USERNAME

DECLARATION: I agree to comply with the following conditions: (please insert name)

1. I will only use Monash University system(s) and reports generated by those system(s) for work activities directly related to my duties at the University; 2. I will not disclose any system password and/ or authorisation access provided to me by Monash University to anyone, either within the University or outside the University; 3. I will promptly notify the University if any system password and/ or authorisation access details are discovered; 4. I will comply with all legal requirements and University policies on matters of privacy and the collection of personal information (refer http://www.monash.edu.au/legals/privacy.html). and Confidentiality of Student Records (refer http://www.adm.monash.edu.au/unisec/pol/acad32.html) Any data that I extract or receive from the Monash University Information Systems or access within a system eg screens, names, personal details, reports, results, will be treated as confidential and managed accordingly. 5. I will comply with all other relevant University policies and procedures in respect of work activities directly related to my duties at the University, as provided by Monash University Agreements and Awards. I understand that if I breach any of the above requirements, the University may consider this breach an act of serious misconduct and may take appropriate disciplinary* and/ or legal action, for such breach, as provided by Monash University Agreements and Awards. * Disciplinary action considered will include restriction/ removal of system and/ or authorisation access.

______DATE: / /

(signature) VERIFIED BY: ACTIONED BY: DATE:

Please fill out this form ONLY if you have not used Callista or SAP before.

7 – THINGS YOU SHOULD KNOW

of 4 Version 5.0  All users must complete a Records Manager (TRIM) Training course before access can be provided. See the Staff Development Unit website for training course/registration details at: http://www.adm.monash.edu.au/staff-development/course-catalogue/working-at-monash/index.html

 Records Manager (TRIM) is a corporate business system that can only be accessed by Monash University staff members.

 Staff members are only permitted to access information in Records Manager (TRIM) for authorised purposes.

 Any records accessed from Records Manager (TRIM) must be treated and managed as private and confidential.

 Staff members must comply with the following policies and procedures:

Conduct and Compliance Procedure – Privacy http://privacy.monash.edu.au/procedure/

Information Technology Use Policy – Staff & Other Authorised Users http://policy.monash.edu.au/policy-bank/management/its/

Payment Card Industry Data Security Standards (PCI-DSS) Procedures (Aust Only) http://policy.monash.edu.au/policy-bank/management/its/ Recordkeeping: Retention and Disposal of University Records Policy http://policy.monash.edu.au/policy-bank/management/governance/

8 – RETURN COMPLETED FORM

SIGN USER ACCESS AGREEMENT, USER DECLARATION AND SEEK ALL REQUIRED AUTHORISATIONS BEFORE SUBMISSION AND SEND COMPLETED SCANNED (PREFERRED) OR HARDCOPY FORM TO:

Preferred: Service Desk Online

Service Desk (eSolutions – Monash University) Internal Mail: 700 Blackburn Road, CLAYTON VIC 3800

If you require assistance with completing this form log a job with Service Desk Online

of 4 Version 5.0