Staff IT Account Types’ Guidance
Introduction
This resource is designed to support all hiring managers—including HR professionals and academic leads—in understanding and selecting the appropriate staff account type for your new starters, casual staff, and visitors. Use this guidance to ensure the correct process and avoid common mistakes when requesting staff accounts.
Overview of Staff Account Types
|
Account Type |
Who is it for? |
Typical Use |
Key Actions for Manager |
|
Payrolled Staff |
Employees paid through the university payroll |
Permanent and fixed term staff, or casual workers |
Complete staff request form (see link below)
|
|
Non-Payroll Engagements |
Contractors or agency staff not on payroll |
Short-term projects, consultancy, outsourced services |
Submit non-payroll staff account request (see link below)
|
|
Visitor / Honorary / Emeritus Accounts and Affiliates |
Visitors, guest lecturers, short-term collaborators/guests, Emeritus, Honorary, Affiliate - Other |
Short-term Conferences, academic visits, and external examiners, Long-term relationship with the University, pro bono engagement, research and education collaborators
|
Request a visitor account (see link below) |
Detailed Guidance for Each Account Type
1. Payrolled Staff
- For all new employees who will receive their pay via the University’s payroll (including permanent and fixed term staff, and casual workers).
- Ensure you have all necessary HR approvals before submitting the request.
- The account is created once HR processes the appointment, and the form New Starter Full Setup Request is submitted.
2. Non-Payroll Engagements
- For individuals working on behalf of the university but not on payroll (e.g., agency staff, external contractors, or research affiliates).
- Check that the person’s engagement is approved and compliant with university policies.
- Get an agreement in place between non-payroll staff and Queen Mary’s University to obey by all QMUL policies and procedures.
- Request account via New Starter Account Request form; it must include a clear business justification and duration of access.
3. Visitor Account and Affiliate Account
- For those visiting for a defined, short-term period (e.g., guest speakers, conference attendees, collaborators).
- Accounts are time-limited, and access is restricted according to their visit purpose.
- Always specify the visit dates and sponsoring department.
- Get an agreement in place between non-payroll staff and Queen Mary’s University to obey by all QMUL policies and procedures.
- Request account via Affiliate / Guest Account Request form; it must include a clear business justification and duration of access.
4. Affiliate Account
- Use this option where the individual has an ongoing affiliation but no contractual employment.
- Visitor accounts provide appropriate, limited access for collaboration and engagement.
- Get an agreement in place between non-payroll staff and Queen Mary’s University to obey by all QMUL policies and procedures.
- Request account via Affiliate / Guest Account Request form; it must include a clear business justification and duration of access.
Quick Decision Guide: Which Account Type?
- Is the person on university payroll? → Payrolled Staff Account
- Not on payroll but working on university business? → Non-Payrolled Staff Account
- Short-term guest or visitor? → Visitor Account and
- Emeritus, Honorary, Affiliate Other → Affiliate account
- Not sure? Contact HR or IT Support for guidance.
Request-Form Links
- Payrolled Staff Account Request (New Starter Full Setup Request): https://helpdesk.qmul.ac.uk/esc?id=sc_cat_item_guide&sys_id=c51e9206471306101bd3fb75516d435c
- ADD username to the ticket from the email you have received with a subject “Subject: New User has been created”
- Non-Payrolled Staff Account Request (New Starter Account Request): https://helpdesk.qmul.ac.uk/esc?id=sc_cat_item&sys_id=06d6dba747ba46101bd3fb75516d433e
- Visitor Account Request (Affiliate / Guest Account Request): https://helpdesk.qmul.ac.uk/esc?id=sc_cat_item&sys_id=bd4a9d1b477a06101bd3fb75516d439c