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 contact 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, External Examiners, etc.  Please complete and sign the Staff Registration Form and email a scanned copy of the form to it.servicedesk@ncl.ac.uk.  The registration form must be countersigned by the Head of School/Service/Institute (or other authorised signatory) - see below. Please note electronic or copied signatures are not permitted.

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

No

Yes

Yes

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

Blackboard staff

No

Yes

Yes

External Examiner

No

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

PDF
Authorised Signatories PDF 715Kb

Current list of authorised signatories, as agreed with Internal Audit

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.

 

 

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