New Staff starters + login accounts\emails

[Kyle]

With Easter holidays looming its that time again when an few new staff start. I've been asked to give login accounts and email accounts to these new staff as they are coming in tomorrow for one day before they officially start on the 16th April. I have raised concerns about giving new staff login details to the network, Sims and Remote Access before they are officially employed by us as i feel these could be a Data Protection issue especially as we all have the GDPR looming in May.

 

Could i have a few opinions p;lease, what would you / do you do in this situation?

[David44]

We don't do it as a matter of course. We only give new users their credentials on their start date. If people question it we say we can give out credentials earlier if the request comes in writing from the head.

[hardtailstar]

We don't do it as a matter of course. We only give new users their credentials on their start date. If people question it we say we can give out credentials earlier if the request comes in writing from the head.

 

Same here.

[FishCustard]

Absolutely - no access until their official start date, unless the Head explicitly approves. How I've always done it.

[theeggmaster]

We will give new starters an email account (if requested by their head of department) so that they can have work shared with them to prepare, but they aren't added to any email groups until they start, and they don't have any AD logins or SIMS access until the day they start.

[HPlum78]

Would not be the first time I have been told x is starting and they never walk through the door! until the start date they are under no contractual obligations to your organisation and is poor practice handing out creds before they actually start.

[pete]

We don't do it as a matter of course. We only give new users their credentials on their start date. If people question it we say we can give out credentials earlier if the request comes in writing from the head.

 

This. Needs sign-off in writing for audit trail. (edit: and they need to have signed AUP(s))

 

Otherwise, I'm giving random members of the public access to the school network and data, which I'm not authorised to do.

Edited March 26, 2018 by pete

[simonw]

It's a NO from me. I only issue log in credentials when their contract starts and they have accepted and signed school Policies.

[Sylv3r]

We run a new staff INSET day in the last week of July and they all get given their logon details to the network, e-mail and VLE on this date. They don't get SIMS access until 1st September.

[forkies]

We have a laptop loan agreement and a confidentiality agreement for them to sign if they are collecting prior to their contracted start date. This therefore is a contractual agreement for data access and only is allowed by the head when the new member of staff has food reason for needing access early.

 

For example we have a new assistant head starting and she is collecting hers a week early, has good reason to have early access for handover, will be signing the agreements putting her in contractual obligations to cover data protection and other relevant legislations.

[enjay]

For September starters, we just show them Google Apps on their induction day, then show them everything else in September (but if they asked about other apps, I would give them the logins). Staff starting at other points of the year usually come in for an induction a week or so before they start, otherwise I see them on their first morning.

 

No details are given until they have signed their employment contract and the AUP.