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Account Eligibility

Note: This page is available to anyone but is primarily intended for department HR liaisons and timekeepers for whom the level of detail provided here may be useful.

UNCG provides computing accounts for persons who have a current or future official status with UNCG that requires the use of computing resources.

Official status is set by the UNCG Office responsible for the specific population. Official status is based on data in UNCG’s Administrative software platform-Banner. Student eligibility is based on Banner Student Data, Employee eligibility is based on Banner HR Data.

Students

Students will typically be notified by their admitting/processing office when they can activate their computing accounts. Notice is typically part of welcome/orientation instructions.

Type of Student When Eligibility Begins When Eligibility Ends (applies to all Student Types)
Undergraduate Students Once admitted to UNCG by Undergraduate Admissions
  • When Admission is Rescinded or Cancelled.

  • For undergraduate students: Accounts become inactive once a student has not enrolled for two (2) consecutive semesters, providing the student has not been admitted for a current or future semester

  • For graduate students: Accounts become inactive once a student has not enrolled for three (3) consecutive semesters, providing the student has not been admitted for a current or future semester

  • Graduating students: Your account will expire two semesters after graduation. For example, if you graduate at the end of the Spring semester, your accounts will expire at the beginning of the following Spring semester (after the Summer and Fall semesters of the following year).

    Note about alumni email: Students who have graduate from UNCG are eligible to obtain a new lifetime email account. Please see https://its.uncg.edu/iSpartan/Alumni/FAQ/ for more details.
Graduate Students Once admitted to UNCG by Graduate School
Interlink Once accepted into Interlink Program and entered into Banner by Interlink Office
International Degree Seeking Students Once admitted to UNCG by Undergraduate Admissions or Graduate School
International Visitors Once fully processed by International Programs
Beyond Academics Once entered into Banner by Beyond Academics Office
Middle College Once entered into Banner by Middle College Office
Summer School Visitors Once SDF is processed and entered into Banner by Summer Session Office
Visions Students Once fully processed in Banner by Graduate School
Visiting Undergraduates (Fall & Spring) Once fully processed in Banner by Undergraduate Admissions
Consortium Students Once fully processed in Banner by Registrar's office
JSNN- NCAT Nanoengineering Students Once fully processed in Banner by UNCG Graduate School
Joint Masters in Social Work Program- NCAT Home Students Once fully processed in Banner by Graduate School
Friday Center Students Once fully processed in Banner by Registrar's Office
Inter Institutional Students Once fully processed in Banner by Registrar's Office
iSchool Students Once fully processed in Banner by DCL
UNC Online Students Once fully processed in Banner by Registrar's Office
Visiting Auditors Not eligible for computing accounts  



Faculty and Staff Paid Via UNCG Payroll

Eligibility for computing accounts is based on “Official Status” as maintained in Banner Human Resources System. First Work Dates are set for all faculty and staff. Last Work Dates are set for faculty or staff with a job that is for a specified length of time. Last Work Dates are left blank for ongoing employees until their Last Work Date is known.

Payroll Type When Eligibility Begins When Eligibility Ends
Faculty Once Faculty Appointment is entered into Banner by Faculty Personnel Services 14 days after Last Work Date
EHRA Staff (aka EPA) Once EPA Staff Appointment is entered into Banner by Human Resources Midnight after Last Work Date
SHRA Staff (aka SPA) 7 days before First Work Date as entered in Banner by HRS Midnight after Last Work Date
Temp Workers 7 days before First Work Date as entered in Banner by HRS Midnight after Last Work Date
Student Employees (Work Study, Departmental, Graduate Assistants) Eligibility based on Student Status Expiration based on Student Status



Unpaid Persons (Non UNCG Payroll)

People who are not being paid via UNCG Payroll yet have a departmentally defined and approved relationship where they are providing services to a UNCG department are eligible for computing services for the duration of their relationship. For more details, see Non UNCG Payroll Persons with UNCG Relationship.

For all types of unpaid persons a first and last work date are set during the approval process.

Payroll Type When Eligibility Begins When Eligibility Ends
Adjunct Faculty 7 days before First Work Date as entered in Banner by Faculty Personnel Services Midnight after Last Work Date
Adjunct EPA 7 days before First Work Date as entered in Banner by Human Resources Midnight after Last Work Date
Affiliates (Staff) 7 days before First Work Date as entered in Banner by Human Resources Midnight after Last Work Date
Affiliated Research Participants 7 days before First Work Date as entered in Banner by Human Resources Midnight after Last Work Date



Special Cases

  • Method for “bridging” non continuous employees (replaces "Account Exception for Non-Continuous Employees" form)
    • Departments can express their intent to hire a “non continuous” Faculty or EHRA employee in the future by submitting and approving an EPAF. If your department would like for this employee to retain computing access during the period between active job assignments, the department should create and approve at the departmental level an EPAF to hire the person to a future job before the current job end date/Last Work Date.
    • If the department is uncertain as to the exact salary or job assignment, the EPAF can be “returned for correction” and updated at a later date, but should be returned and re-approved within the department on the same day.
    • If a departmentally approved EPAF never gets final approvals, it will no longer be considered grounds for computing account retention 30 days after the effective date.
    • SHRA Employees, Affiliates, and Adjunct (unpaid) Faculty and Non-faculty may not retain computing accounts between job assignments. They can re-activate their computing accounts seven (7) days prior to the start of their next job, based on the First Work Date entered into Banner HR by Human Resource Services.
  • Retirees
    Persons who formally retire from UNCG in good standing and immediately begin receiving North Carolina Retirement System Benefits are eligible to retain their UNCG Email Accounts by default. Persons who are in other retirement circumstances should check with the Human Resources Partner for their area.

    Faculty on Phased Retirement retain normal computing account eligibility during the “phased” period.

  • Former Employees, Not Retiring
    Access will end as noted in the table above. If a department wishes to continue the person in an “unpaid relationship” see Non UNCG Payroll Persons with UNCG Relationships.

  • Adverse Termination
    If departments have a situation where account expiration needs to be handled BEFORE normal “Last Work Date” expiration, they are encouraged to contact 6-TECH via phone (336-256-8324) for guidance.

Governance

Computing Account Eligibility Definitions have been established based on directions from the Banner ERP Steering Committee: Provost and Executive Vice Chancellor, Vice Chancellor for Business Affairs, and Vice Chancellor for Information Technology Services. Consideration has been given to balance appropriate access, audit standards which require timely removal of access when work relationships end, licensing terms of software/services and related costs.