Policy and Procedure

Subject Area:	Employment
Policy Title:	Proxy Designation and Authorization
Policy / Procedure No:	HRM055
Responsible Office:	Human Resource Management, Department
Documents Needed:	Proxy Authorization Form

POLICY: Northeastern University authorizes the President, Sr. Vice Presidents/Provost, Vice Presidents, Deans and Directors to designate a Proxy within their area to:

• Approve or deny requisitions in PeopleSoft

• Verify and approve Offer Letters

SCOPE: A Proxy must be full-time benefits-eligible Administrative Professional staff member or an Administrative Assistant grade level 5.1

PURPOSE: To define the policy and process for designating and authorizing a proxy

Responsibility of President, Sr. Vice President/Provost, Vice President, Dean or Director:
Accepts responsibility for all transactions conducted using the credentials assigned to the Proxy, and to notify HRM Operations when an individual they have selected as Proxy leaves their supervision or is no longer qualified by role, responsibility or legitimate need to access PeopleSoft.

Responsibility of Proxy
The Proxy accepts responsibility for all transactions conducted using the credentials assigned to them and to notify the President, Sr. Vice President/Provost, Vice President, Dean or Director and HRM Operations of any change in role or affiliation. The Proxy also agrees to apply safeguards to protect NU information assets from unauthorized access, viewing, disclosure, alteration, loss, damage or destruction. Appropriate safeguards include use of discretion in choosing when and where to access data and prevention of inadvertent or intentional viewing of displayed or printed information by unauthorized individuals.

PROCEDURE:

1. The President, Sr. Vice President/Provost, Vice President, Dean or Director prints out a copy of the Proxy Designation Form from the website.

2. The President, Sr. Vice President/Provost, Vice President, Dean or Director and the selected Proxy must complete the form together, and sign it appropriately.

3. The Proxy should maintain a copy of the Proxy Authorization Form in the department.

4. A copy of the Proxy Authorization Form should be submitted to HRM Operations, so the appropriate security can be set up in the system.