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Staff Card Collection Process

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									         ID CARD COLLECTION PROCESS FOR NEW STAFF

Parkville Staff
1)    Complete required paperwork (HR Forms) including their acceptance of offer, address,
      and bank details.
2)    Submit required paperwork to Human Resources prior to commencement.
3)    Human Resources will update Themis within 5 working days, once the required
      paperwork has been submitted.
4)    Themis will update the staff card database overnight.
5)    An Organisational Unit representative (such as the staff member’s supervisor) should
      contact Access Control on x48447 to ensure the new staff member is in the staff card
      database.
6)    If the staff member is in the system they may attend security reception at 213 Grattan
      St for the capture of their image and production of their staff card.
7)    Once the staff card has been produced the staff card database will update the library
      and security systems overnight.
8)    The security system will add default access as per the instruction from the
      Organisational Unit Manager.
9)    Any variation to the default access may be requested as per the normal access control
      request process.

Please Note: The production of the staff card is reliant on all the appropriate paperwork being
completed on time. Only active assignments (all correct paperwork has been submitted and
is correct) will be forwarded through to the staff card database which means that when a
contract finishes security access does as well.


Staff at Other Campuses
1)    Complete required paperwork (HR Forms) including their acceptance of offer, address,
      and bank details.
2)    Submit required paperwork to Human Resources prior to commencement.
3)    HR will update Themis within 5 working days once the required paperwork has been
      submitted.
4)    Themis will update the staff card database overnight.
5)    An Organisational Unit representative (such as the staff member’s supervisor) should
      contact Access Control on x48447 to ensure the new staff member is in the staff card
      database.
6)    If the staff member is in the system they may attend security reception at 213 Grattan
      St for the production of their staff card.
7)    Alternatively the staff member may submit a clearly recognizable JPEG photo of
      themselves (of their head and shoulders from a digital camera) along with a completed
      Application for an ID card from their or their organizational unit representative’s
      University email address to ‘access-control@unimelb.edu.au’. If security considers the
      image acceptable the new card will be printed for collection from security by either the
      staff member or the organisational unit nominee.
8)    Once the staff card has been produced the staff card database will update the library
      and security systems overnight.
9)    The security system will add default access as per the instruction from the
      Organisational Unit Manager or their nominee.
10)   Any variation to the default access may be requested as per the normal access control
      request process.


Programming Default Access Levels

(Currently under development)
1)    Access shall be provided to University staff and affiliates based on the position they
      hold at the University.
2)    Default access as per position number shall be developed in consultation with Access
      Control.
3)    Default access shall be applied automatically the evening after a new staff card is
      printed.
4)    Any subsequent appointee shall inherit the default access level.
5)    Any variations required to the default access can be requested through the existing
      access card request process.
6)    Variations can only be processed the day following the default access programming.
7)    Variations shall be lost if a replacement card is printed for an existing staff member (the
      default programming shall overwrite any variations).

								
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