London South Bank University

Guidance for ICT Accounts for non-LSBU staff

The following procedures are to be followed when dealing with ICT accounts for non- LSBU staff:

 HPL’s – to be treated as normal LSBU staff with a contract termination date set on their HR record. This will automatically trigger an account closure on termination of the contract. It is noted that at present some HPL staff are treated incorrectly as permanent staff. This will be rectified in the re-implementation of the HR system in March 2010.

 Temporary staff [fixed term] – will need to be allocated LSBU accounts in order to fulfil their job roles. Once again a contract termination date will be set on their HR record. This will automatically trigger an account closure on termination of the contract.

 Contractors – where possible LSBU accounts are not to be allocated. However, if absolutely necessary then the procedure for Temporary Staff will need to be followed and ICT will set a termination date on their account.

 Professors Emeritus/Emerita – these are titles bestowed by the Academic Board and awarded to retiring academics from LSBU. They are given permanent LSBU accounts. However, these accounts should be reviewed every 3 years to ensure that status has not changed. This is in line with audit recommendations. We also propose that the VC’s office adds a clause to their obligations which makes it clear that their LSBU account will be suspended in the event of and for the duration of any possible conflict of interest.

 Honorary Academics – this includes Professors, Fellows, Lecturers and Researchers and is generally described as unpaid visiting academics. This category may have LSBU accounts. These accounts should be reviewed and renewed as agreed on a regular basis with a possible default to annual renewal. HR are required to have a record of all such Visiting Academics.

 Conference Attendees – will not be given LSBU accounts but will be allowed Internet only access through the University network.

Additionally, once the HRMS system is re-launched, HR will provide all Heads of Department with a report indicating contracts that are due to expire so that contract renewals, and continuity of LSBU accounts, are carried out in a timely manner. As an interim measure ICT will provide this report for the next 4 months.

Wojtek Adamek February 2010