MHC Accounts for contingent workers (aka affiliates)

Overview

Your MHC Account is your key to accessing the rich resources and powerful software tools available to the MHC community. 

Who gets them?

• Vendors and contractors hired by MHC who need accounts
• Contract employees hired as contingent workers
• Five Colleges Inc employees assigned to MHC as their home campus
• Volunteer athletics coaches
• Research associates
• Community auditors
• Interns 

What's included?

Standard access includes:

• Moodle
• Eduroam wireless internet
• Certain library services, including Discover advanced search
• Logging into classroom and lab computers
• VPN (Virtual Private Network) system for remote access to on-campus resources
• Zoom
• Printing
• Duo multi-factor authentication
• Workday
• Log in to the AskLITS portal (this website!)

Depending on the contingent worker type, users may also get:

• MHC Google accounts with access to email, calendar, drive, docs, sheets
  • Users who aren't sure if their MHC Account includes Google services should contact the LITS Technology Help Desk.
• OneCard building access
  • Only available to contingent workers who will be frequently on campus. Must be manually requested. Reach out to LITS for support with this.

Account Life-cycle

Creation & first access

Contingent worker's MHC Accounts are created once they've been fully hired in Workday. This can be prior to their first day of work, but is dependent on the timing of the hiring process.

The MHC employee listed as their supervisor or primary contact will be sent a system email with the contingent worker's MHC username, initial password, and helpful resources for getting started at MHC. 

The supervisor or primary contact is allowed to share the information in that email with the contingent worker as soon as they receive it. However, if that is prior to their first day of work as entered in Workday, then the contingent worker may not be able to access services that are dependent on having a current employee status (ex. printing, eduroam, VPN, Workday, etc).

More information about technology onboarding for new hires.

Deactivation

Account access ends once the contingent worker end date arrives. The contingent worker end date is originally specified at the beginning of their work at the College.

• If the end date is being honored, review the LITS guide for departing faculty and staff for guidance on preparing for this change. 
• If the contingent worker's contract is being extended, the contingent worker's MHC contact or supervisor in Workday should work with HR to make the change in Workday. 

When the account is deactivated:

• The user can no longer log in to MHC services with their MHC Account or reset their MHC Account password
• If they had a OneCard, OneCard access is removed
• If they had an MHC Google account
  • New email messages and calendar invitations to the user's Google account are blocked
  • The user's Google "My Drive" files* will be marked pending deletion:
    • Collaborators will have 60 days to save copies of files that should be preserved 
    • After 60 days the files will become inaccessible to collaborators, but will not be deleted until the account is deleted (see below) 
  • Existing Google emails, documents, calendars, and other data is retained until the account is deleted (see below)

Deletion

Departed contingent worker's MHC Accounts and all of their data in Google, Microsoft, Adobe, and other College-managed apps will be deleted 365 days after their account is deactivated.