User and Application Access

Non-Student Employee Without Employee ID:

1. Get NetID from IT.  If your new user isn't on payroll talk to you HR area about a pre-employment NENS account to speed the process along.
2. Complete Access Request Form.

Non-Student Employee With Employee ID:

1. Activate your Spire Account: Please review IT's instructions on activating an account for an active employee at the following link: Spire Account Activation. After activating your account proceed with the next step.
2. Complete Access Request Form.

Student Employee:

1. Complete Access Request Form.
2. We will contact you upon completion of the account creation.

Changing Current AFIT Computer Login or Campus Operational Applications Access

1. Complete Access Request Form.
2. We will contact you upon completion of the account modifications.

Requesting UMass System-Wide Application Access

System wide applications include BuyWays, Concur, Finance, HR Direct, PageUP, Summit and UMPlan.  Access to some of these system-wide applications is provided automatically to new employees, such as basic HR Direct Access or access to Get Inclusive Training.  You will find information on access and other details on our UMass system-wide application security page. 

Requesting Campus Operational Application Access

Many of these applications can have access requested via the AFIT Access Request Form.  Please complete this form, and the access request will be reviewed and processed.

Employee Separation or Transitions

When an employee stops working for the University or transitions to another department the following steps will be followed as part of the AFIT Offboarding Procedure.  Departments should notify AFIT of employees leaving the University or transitioning to another department as soon as possible.

Employee Retiring from the University

Email Purge of Sensitive or Departmental Data

• Retiring employee must move all personal emails to an email folder called personal by EOD of last day of employment.
• All emails containing sensitive data that needs to be retained by the UMass Amherst is to be forwarded to their supervisor.
• Retiring employees email folders will be purged of all emails except the personal folder the employee will retain their email address.
• Retiring employee is responsible for making sure that no sensitive or university data has been retained.
• The retired employee may then resume use of their email account.

 One Drive Purge of Sensitive and Departmental Data

• Retiring employee must transfer any data that needs to be retained by UMass Amherst to their supervisor and that all sensitive data is purged from their One Drive space.
• Retiring employee is responsible for making sure that no sensitive or university data has been retained.

Teams

• The retiring employee before EOD of the last day of employment any Teams sites they own need to have ownership of the Teams sites transferred to a proper UMass Amherst resource and have themselves removed from the Team by the new owner or if no transfer of ownership is needed they are to delete the Teams site before retiring from UMass Amherst.
• The retiring employee is responsible for making sure that no access to sensitive or university data has been retained.

Applications

• Access to all applications will be revoked.
• HR Direct self service access will be retained for 90 days
• If there will be outstanding travel or bankcard transactions, you must work with your department to provide all receipts and paperwork.

Employees Leaving the University That Are Not Retiring

An employee leaving the university employment for any reason other than retirement is to ensure that no sensitive or university data has been retained and that all sensitive or university data that needs to be retained by UMass Amherst has been transferred to their departmental supervisor.

Email

• Email access will be terminated for the former employee.
• Supervisor will be given access to the former employee’s exchange mailbox

Files

• Supervisor will be given access to the former employee’s files on the file server

One Drive

• One Drive access will be terminated for the former employee.

Applications

• Access to all applications will be revoked.
• HR Direct self service access will be retained for 90 days
• If there will be outstanding travel or bankcard transactions, you must work with your department to provide all receipts and paperwork.

Teams

• Teams access will be terminated for the former employee.
• The former employee is responsible for making sure that no access to sensitive or university data has been retained.

Employees Transitioning to Another Department

Email Purge of Sensitive or Departmental Data

• Employee transitioning to another department not directly related to the current sensitive data department must ensure that all emails related to their current departmental data that needs to be retained by the UMass Amherst is to be forwarded to their supervisor.
• Emails that contain sensitive or their current departmental data, that are not transferred to a supervisor need to be deleted.
• Employee is responsible for making sure that no sensitive or departmental data from their current department has been retained.
• The transitioning employee may then resume use of their email account.

One Drive Purge of Sensitive or Departmental Data

• Transitioning employee is responsible for the transfer of any sensitive or departmental data that needs to be retained by their current department is transferred to their departmental supervisor and that all remaining sensitive or departmental data that didn’t need to be transferred is purged from their One Drive space.
• The transitioning employee is responsible for making sure that no sensitive or departmental data has been retained.

Teams

• The transitioning employee is responsible for transferring any Teams sites they own that are related to their current department to a proper UMass Amherst resource and have themselves removed from the Team by the new owner; or if no transfer of ownership is needed they are to delete the Teams site before transition to new department.
• The transitioning employee is responsible for making sure that no access to sensitive or departmental data has been retained.

Applications

• Access to all applications will be revoked and re-apply under the new department
• HR Direct self service access will be retained.
• If there will be outstanding travel or bankcard transactions, you must work with your department to provide all receipts and paperwork.