Staff Registration
The following table outlines staff IT account eligibility and requirements for access. In 2008 University Staff Committee laid down strict conditions governing the eligibility of those wishing to obtain a University computer login account.
If a SAP Personnel Record is required the IT account is automatically set up two days after it has been created by People Services (formerly Human Resources).
If a SAP Personnel Record is not required, the IT account will be created on receipt of a completed Staff Registration Form.
For Visitors, Guests, Honorary staff and Associates who require IT access for less than 4 weeks we will provide a temporary login which gives filestore but which does not include an email address.
Fees-only staff are not eligible for access to IT facilities.
Regular, Guest, Visitor and Honorary staff who have a Newcastle University personnel number do not need to complete a Staff Registration Form. Staff IT accounts are created automatically and will be available 48 hours after the personnel number has been created by People Services. New staff should phone the IT Service Desk to obtain their IT account login details which can be issued by phone, in person at one of our in person Service Desks in the Philip Robinson Library or the Old Library Building, or alternatively we can send the details via the internal post to your place of work if preferred.
We also do not require a Staff Registration Form for Contingent employees, but the School/Institute should complete this form to request activation of the Contingent employee's IT account. The activation process takes 24 hours to complete.
The IT Service will create IT accounts manually for Guests requiring IT access for less than 4 weeks, Agency staff, Consultants, etc. Please complete the Staff Registration Form and email a copy of the form to it.servicedesk@ncl.ac.uk.
If possible, the registration form should be physically signed by the new member of staff and the Head of School/Service/Institute (or other authorised signatory) - see below. Please note electronic or copied signatures are not permitted.
If a physical signature is not possible, we can accept email approval as below:
a) Email authorisation from an authorised signatory that the requested IT access is approved
b) Email confirmation from the new starter that they accept the terms of the Policy on the Use of IT Facilities, as listed on the Staff Registration Form
The approval email should be included/attached when the staff registration form is emailed to the IT Service Desk
Staff who have commenced employment without the required personnel record to enable access to IT (as indicated on the table below), should contact their HR Faculty Team to have this investigated.
|
I am… |
Personnel record |
Staff Registration form |
Countersignature |
|
Regular paid staff |
Required |
No |
No |
|
Visitor/Guest/Honorary/Associate (with the University for more than 4 weeks) |
Required |
No |
No |
|
Visitor/Guest/Honorary/Associate (with the University for less than 4 weeks) |
No |
Yes |
Yes |
|
INTO staff |
Required |
No |
No |
|
Students' Union Staff |
Required |
No |
No |
|
Tyne & Wear Museums staff |
Required |
Yes |
No |
|
NUMed staff |
Required |
Yes |
No |
|
Contingent staff (e.g. Casual staff, JobSoc, exam invigilators, Newcastle University London) |
Required |
No |
Yes |
|
Placement or intern student requiring staff IT access |
Required |
Yes |
Yes |
|
Consultant |
No |
Yes |
Yes |
|
Temporary staff from an agency |
No |
Yes |
Yes |
|
External Examiner |
Required |
Yes |
Yes |
|
Lay Member of Council |
No |
Yes |
Yes |
|
Work Experience Student requiring staff IT access during term time, for less than 4 weeks |
No |
Yes |
Yes |
|
Work Experience Student requiring staff IT access during term time, for more than 4 weeks |
Required |
Yes |
Yes |
|
Work Experience Student requiring staff IT access during vacation time, for less than 3 months |
No |
Yes |
Yes |
|
Work Experience Student requiring staff IT access during vacation time, for more than 3 months |
Required |
Yes |
Yes |
Authorised Signatories
Please log into SharePoint to view the current list of authorised signatories.
Any amendments to the list of authorised signatories should be notified by email to the IT Service Desk by the Head of School/Service/Institute.
Rules of Use
All users are subject to strict Rules of Use: staff members sign the User Agreement, and students agree to this when they register with the University.
Further Information and Advice
If you have any IT registration queries please contact the IT Service Desk.