Account Lifecycles and Priorities

Issue/Question

When will accounts be created
When should an employee get a claim code?

Environment

• Account Lifecycle
• Rapid Identity
• EPAF (Electronic Personnel Action Form

Cause

Banner information drives account creation, status and affiliation

Resolution

Banner information drives account status and affiliation

1. Brand new temporary employees, including adjuncts
   • accounts will be generated once an EPAF is approved and applied into Banner
   • It's crucial for EPAFs to be entered as soon as possible for brand new temporary employees to ensure timely account creation
2. For new benefit eligible employees
   • the account will be created once the HR partner creates PEAEMPL and PPAIDEN records from the completed paperwork
3. Existing benefit eligible employees
   • Affiliation for an existing benefit eligible employee changes based on the approved EPAF

Sync Timings (Banner data synced to create account)

• 10:10 AM
• 1:10 PM
• 4:10 PM
• 7:10 PM
• 10:10 PM
• 1:10 AM

Affiliations & Lifecycle Rules
Note: Claim codes cannot be sent unless there is a personal email entered into the RT or EPR record in Banner, UE2 for students
Employees with Existing employee records but new job records should follow password reset to get back into their account if they do not know their password

1. Faculty
   • ECLS_CODE: 15, 16, 17, 18, 21, 22
   • Account created Days Before Banner Start Date: 90
   • Claim Code sent Days Before Banner Start Date: 90
   • will receive @usd.edu account
   • Account disabled 100 days after termination date
2. Adjunct Faculty
   • ECLS_CODE: 19, 20
   • Account created Days Before Banner Start Date: 60
   • Claim Code sent Days Before Banner Start Date: 60
   • will receive @usd.edu account
   • Account disabled 270 days after termination date
3. TempEmployee
   • ECLS_CODE =07, 08
   • Account created Days Before Banner Start Date: 4
   • Claim Code sent Days Before Banner Start Date: 2
   • will receive @usd.edu account
   • Account disabled 30 days after termination date
4. Volunteer/Unpaid 
   • ECLS_CODE = 45
   • Department must Request Sponsored Account
   • Account created Days Before Start Date: 1
   • Claim Code sent Days Before Start Date: 1
   • will receive @usd.edu account
   • email sent annually to re-certify,  if denied Account disabled 30 days later
5. Student Worker
   • ECLS_CODE: 25, 26, 35, 36, 37
   • Account created Days Before Banner Start Date:  1
   • Claim Code sent Days Before Banner Start Date:  1
   • will receive @coyotes.usd.edu account
     Note:  These should already have @coyotes.usd.edu accounts
   • Account disabled 1 days after termination date, Unless active student
6. Staff
   • ECLS_CODE = all other codes not listed
   • Account created Days Before Banner Start Date: 30
   • Claim Code sent Days Before Banner Start Date: 30
   • will receive @usd.edu account
   • Account disabled 30 days after termination date
7. Applicant
   • Account created Days Before Banner Start Date: 0
   • Claim Code sent Days Before Banner Start Date: 0
   • will receive @coyotes.usd.edu account
   • Account disabled 30 days after semester start if they have not registered for classes 
8. Sponsored  (Cayuse Researcher, Lawrence Researcher, Library Walk-In, Vendor, Guest)
   • Department must Request Sponsored Account
   • Account created Days Before Banner Start Date: 1
   • Claim Code sent Days Before Banner Start Date: 1
   • will receive @usd.edu account
   • email sent annually to re-certify,  if denied Account disabled 30 days later
9. Affiliate (View list of Affiliates)
   • Department must Request Sponsored Account
   • Account created Days Before Banner Start Date: 1
   • Claim Code sent Days Before Banner Start Date: 1
   • will receive @usd.edu account
   • email sent annually to re-certify,  if denied Account disabled 30 days later
10. Med Clinical Faculty/ Resident (Med Clinical Faculty, Med Resident)
    • Account created Days Before Banner Start Date: 1
    • Claim Code sent Days Before Banner Start Date: 1
    • will receive @usd.edu account
    • Account disabled 1 days after termination date
11. Student
    • Account created Days Before Banner Start Date:  270
    • Claim Code sent Days Before Banner Start Date:  270
    • will receive @coyotes.usd.edu account
    • Account disabled 365 days after last attended (two consecutive semesters)
12. Professional Student (Law Student, Grad Student, Med Student)
    • Account created Days Before Banner Start Date: 270
    • Claim Code sent Days Before Banner Start Date: 270
    • will receive @coyotes.usd.edu account
    • Account disabled 365 days after last attended (two consecutive semesters)
13. School for the Deaf
    • Account created Days Before Banner Start Date: 1
    • Claim Code sent Days Before Banner Start Date: 1
    • will receive @sdsd.sdbor.edu account
    • Account disabled 60 days after termination date

Affiliations  Priorities
Note: If there is more than on affiliation on the account, the higher number in the list will determine primary affiliation

1. Faculty
2. Adjunct Faculty
3. Med Clinical Faculty
4. School for the Deaf
5. Staff
6. TempEmployee
7.  Med Resident
8.  Student
9.  Med Student
10.  Law Student
11.  Grad Student
12.  Student Worker
13.  Alumni
14.  Applicant
15.  Emeritus
16.  Cayuse Researcher
17.  Lawrence Researcher
18.  EzProxy External User
19.  Library Walk-In
20.  Vendor
21.  Guest
22.  Affiliate
23.  ListServ Contact
24.  Shared Mailbox

If your employee or student didn't receive a claim code Please have them contact the Service Desk for further assistance