Allowing access to system before starting job

[pickman]

Hi Everybody,

 

Bit of argument brewing here about allowing new teachers (we have a lot starting) access to their email and possibly there User areas via citrix before starting in there roles.

 

Does anybody do this? I know teachers are a special breed and will start planning and sorting out for new roles over summer.

 

Would an acceptable use policy cover this or are we talking major breeches of data protection.

 

Any input would be helpful

 

Regards

 

Matt

[Oaktech]

We allow access to emails and logon before job start, but only after the employment contract is signed and the AUP is signed.

[Quackers]

We give them their laptop, email and login before they start usually. SIMS/PARS they don't get access to until they have started. Just doing one now for a Maths teacher starting in September.

[X-13]

IIRC, technically the answer is no.

 

They aren't employed by the school until their start date, so there's no requirement to provide access.

 

As they aren't a member of staff [yet] or someone external who requires access to provide a service requested by the school [like remote support] then it's a breach of data protection [and safeguarding if their account can access that sort of stuff]... I think.

 

 

I am not a lawyer, though.

 

To be honest, I wouldn't provide remote access until they're officially staff.

 

Local access, I would. Treat it as if they're a supply teacher.

 

I literally just did this with our new HT. Needed access [verified by business manager] so I made his actual account a bit earlier than I would have, but only gave as much access as a supply teacher would have.

 

When he starts, I'll add the account into the headteacher level AD groups. [Apparently he was impressed with the reasoning for not having HT access yet. ]

Edited June 18, 2015 by X-13

[mjk]

We only action things like staff user accounts on instruction from personnel. I would advice that you leave the decision with the person in charge of personnel. This way, if any data breach happens or problem occurs it is down to them, and your department is in the clear.

[Boredguy]

Once personnel has confirmed that they will be joining us, we create the normal network account (with e-mail) so they can hit the ground running, but they have to wait until their first official day on site before they get any SIMS access. And even then the accounts are only created if they ask. Some are happy enough to wait til the start of their contract before doing anything, but others want to get a good head start and converse with the rest of the department.

[Iain.Faulkner]

We have a system in place that automatically generates staff user accounts (umra) and the accounts are only created on the start date of their contract. So therefore we cannot provide this until they start.