Staff synchronization
Every night a process retrieves SAP HR data to update all staff accreditations:
- a new accreditation is created no more than 7 days before the arrival of the new person
- for fixed-term contracts, the end date is indicated as soon as it is known
- for permanent contracts, the end date is indicated 21 days before departure
- the person’s accreditation is interrupted if the end date is exceeded
Synchronization of the student body
Every night a process retrieves data from ISA to update all the accreditations of the student body:
- a new accreditation (in the future) is created as soon as the registration has been validated by the SAC, but no more than 6 months before the start of the courses
- There is never an end date
- the accreditation of the person is extended by an accreditation ex-registered on the day of ex-enrolment. The extension is 1 month for bachelor’s/master’s and 6 months for doctoral school
Synchronization of teachers
Every night a process retrieves data from ISA to update all teacher accreditations in teaching units:
- a new accreditation is created upon the arrival of the new teacher
- the accreditation of a former teacher is interrupted
Synchronization of professors
Every night a process retrieves data from ISA to update professor titles according to the information provided by the APRs. This process is the only one authorized to update a teacher title (named by the CEPF).
Manual accreditation of a host
The accreditor of a unit (holder of the “accreditation in the unit) right is the only one authorized to accredit a host in their unit:
- The duration of manual accreditation is a maximum of one year
- At any time, the accreditor can interrupt manual accreditation
- 21 days before the deadline, a renewal request is sent to the unit’s publishers
- At maturity, if the accreditation has not been renewed, it is interrupted
Cleaning of the rights to interrupt an accreditation
When an accreditation is interrupted:
- all rights and roles acquired in the accreditation unit are also interrupted
- if the accreditation is the last, all other rights and roles are also interrupted, otherwise:
- those acquired outside the accreditation unit but who depend on this unit must be revalidated
- any right or role not revalidated within 15 days is interrupted
Granting of rights without deadline
A role holder, holding the right, may grant it to a beneficiary in the unit subtree where he holds the role:
- the duration of the grant is therefore determined by the deadlines for the beneficiary’s accreditations (see process “Cleaning of rights to interrupt an accreditation”)
Granting of rights with due date
A role holder, holding the right, may grant it to a beneficiary in the unit subtree where they hold the role:
- the duration of the grant depends on the expiry of the right.
- 30 days before the deadline, a request for extension of the right is sent to the holders of the roles holding this right.
- At the end of the application, the right is interrupted if it has not been extended
- the duration of the grant is also determined by the deadlines for the beneficiary’s accreditations (see process “Cleaning of rights to interrupting an accreditation”)
Granting a role without deadline
A holder of the right to manage the role, may grant this role to a beneficiary in the unit subtree where they hold the management right:
- the duration of the grant is therefore determined by the deadlines for the beneficiary’s accreditations (see process “Cleaning of rights to interrupt an accreditation”)
Granting a role with a deadline
A holder of the right to manage the role, may grant this role to a beneficiary in the unit subtree where they hold the management right:
- the duration of the grant depends on the expiry of the right.
- 30 days before the deadline, a request for a roll extension is sent to the holders of the right to manage the role
- At the end of the application, the role is interrupted if it has not been extended
- the duration of the grant is also determined by the deadlines for the beneficiary’s accreditations (see process “Cleaning of rights to interrupting an accreditation”)
Granting of right/role subject to approval
The granting of a right/role subject to approval is not immediately issued:
- An approval request is sent to the corresponding approval workflow in SAP
- If the workflow ends positively, the right/role is granted, otherwise it is refused
- If a right/role subject to approval is extended, then it is subject to approval again unless the beneficiary has accreditation in this unit
Synchronization of the school’s hierarchical organization
Every night a process retrieves data from the application of units.epfl.ch structures to update the school’s hierarchical structure:
- The new units are added
- The old units are deleted
- Renaming is made
- Unit travel is made
- Change of unit manager is made
- Any new unit manager automatically receives the roles “Unit Manager” and “Financial Center Manager”
- Any holder of the “Unit Manager” and “Financial Center Manager” roles who is no longer responsible for the unit loses these two roles immediately
Synchronization of funds
Every night a process retrieves data from SAP Finance to update the list of funds:
- New funds are added
- The old funds are erased
- Changes of fund manager are made
- Any new fund manager receives the “Fund Manager” role for the fund concerned
- Any “Fund Manager” role holder loses their role if the fund is deleted or if they are no longer the fund manager