End User Guide

End User Guide: Requesting Extension for Employee – By Employee

Introduction

Extension for an Employee account can be made either before or after the University Leave date has been reachedand the account has not been deleted.

Tocomplete an extension the following steps are required:

Step1: Requesting Extension for Employee - Process for Requester (Employee/Line Manager)

A request for extension of an employee’s account can be made by either the employee themselves or by their line manager prior to the University leave date, however only the line manager can request an extension after the University Leave date as the employee will not have access to MYID.

Outlined below describes the actions requiredto request an account extension for an employee:

1)Open your preferred browser and navigate to the link to Login to IIQ.

You will reach the following screen. Use your university network username and password to login

2)You will reach the Dashboard page. Under UOR_QUICKLINKS, click on Request Extension option as shown below (with blue rectangle):

3)Two options will appear – confirm if it is for yourself or others.

NOTE: (a) If requesting extension ‘For Others’, please follow steps 3 to 6.

(b) If requesting extension ‘For Me’, please follow steps 7 to 9.

4)If you select ‘For Others’ then:

A list of available identities will be displayed.
Select the employee who you want to extend from the list, which may run over several pages. Use the arrows and navigation options at the bottom of the screen to move between pages or increase the number of items displayed on the screen.
The order of the list can also be sorted by clicking on any of the column headings. The initial click will order from the lowest to highest value and each subsequent click will reverse the order.

5)Click on the user ID in the Name column for the employee you are requesting extension for. The ‘Extension Request Form’ opens up as shown below.

The name of the selected person, University Leave Date*, any Current Extension Date and the name of the designated Approver for the area where you work will be displayed.

*The University Leave Date for Employees is the last date of their contracted employment with the University in their latest period of employment.

6)Select a New Extension Date by either entering the date as dd/mm/yyor clicking on the Calendar icon only future dates within the next 2 years can be selected or you will get an error message on Submitting for Approval.

Click on Submit for approval to proceed with the request or Fill in later to exit the screen.

7)After submitting the extension request form for approval, you will automatically be returned to the Dashboard page and the request appears in your Outbox.

**In the outbox panel under the ‘Owner’ column, the name of the current active Approver will be displayed.

8)If you wish to make a request for yourself, from the UOR_QUICKLINKS, click on , Two options will appear,select ‘For Me’ ‘Extension Request Form’ will open with your details displayed.

9)Next, follow instructions under steps 6 and 7 above to fill in the Extension Request form and submit for approval.

*The Extension Request process is complete.

Step 2: Approving Extension Request- Process for Approver

Once an extension request is submitted, an email requesting Approval of the extension is sent to the designated Approver who will normally be the Head of School (HoS) or Head of Department (HoD), for the area where the Employee works. The Approver either Approves or Rejects the request.

After approval, an email is sent to the employee advising them of the extension.

Theactions required by an Approver to approve/reject the extension request are described in the document “Approving Extension Request by Approver”.