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Access Procedures for Computer Resources - Employee Separation

Following are procedures for employees that currently have a USDA computer account and are separating (retirement, resignation, death) from NRCS or affiliate/partner organization.

Procedures

Information about the employee separation is entered on Form NRCS-IRM-3, Information System Security Request for User Access to ITS Resources.

NRCS Employee Affiliate Employee
Human Resources (HR) Staff
Upon notification of employee separation, the HR Staff will fill in the following fields in Part I:
  • Employee Name
  • Work Title/Function
  • Organization
  • Justification for access - Enter the effective date of the employee's separation
  • Supervisor Name

Send Form NRCS-IRM-3 to the Information System Security Point of Contact (ISSPOC).

 NRCS/Conservation District Office
The employee or sponsor will fill in the following fields in Part I (sponsor is someone at the office assisting the new employee such as a District Manager, District Conservationist, RC&D Coordinator):
  • Employee Name
  • Work Title/Function
  • Organization (service center city)
  • Partner/Affiliate/Company or Organization Name
  • Justification for access - Enter the effective date of the employee's separation
  • Supervisor Name (sponsor)

Sign and date as supervisor and send the Form NRCS-IRM-3 to ISSPOC.
ISSPOC
Upon receipt of Form NRCS-IRM-3, the ISSPOC will contact the employee's supervisor/sponsor to determine if any employee files need to be retained. ISSPOC will enter a System Authorization Access Request (SAAR) to request removal of employee computer account and record information in the security database. ITS Staff will retain employee files as requested, remove the account, and contact the supervisor/sponsor.

The ISSPOC will also keep the assistant state conservationist for field operations and the area office assistant informed of requests received for NRCS employees and affiliates in their area.

Note: Form NRCS-IRM-3 may be faxed to the ISSPOC (Fax: 785-823-4540).

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Last Modified: 01/03/2008