The following provides an overview of the roles tracked by the UH Identity and Access Management System and outlines the events that trigger the assignment of the role to an individual and the events that trigger transition from the role.
There are also some key dates on which certain roles expire. This is necessary because it is difficult to catch such transitions at the source. Such dates are included in the comprehensive document below, but we'll highlight them here as an added convenience:
| Day of year | Role expiration |
|---|---|
| March 1 | Expire Banner faculty* role that is at least 180 days and is not currently teaching a course. |
| May 20 | Expire Banner faculty-teaching-a-course role if the last time the person taught was during the preceding fall or winter. |
| July 1 | Expire Banner faculty-teaching-a-course role if the last time the person taught was during the preceding spring or winter. |
| July 1 | Expire Banner student role if person has not registered for a course after the preceding winter. |
| July 1 | Expire Banner financial aid applicant role for preceding academic year if applicant has not become a student. |
| September 29 | Expire Banner faculty-teaching-a-course role if the last time the person taught was during the preceding summer. |
| October 1 | Expire Banner faculty* role that is at least 180 days and is not currently teaching a course. |
| December 24 | Expire Banner faculty-teaching-a-course role if the last time the person taught was during the fall semester that just ended. |
| December 24 | Expire Banner student role if person has not registered for a course after the preceding spring or summer. |
*This Banner faculty role is only loaded under special circumstances because it is detrimental to detecting outgoing faculty. We only load it when it is needed by a new faculty member to obtain a UH Username.
The Banner student information system cannot conclusively tell us if a person has ceased to be a student. We can only surmise that a person is no longer a student when that person fails to show up next semester. Registration data is one way to check whether the person has shown up for a semester, but it's not perfect (it doesn't account for students on approved leave, for example). This is the reason why students retain their student role for an extra Fall or Spring semester after they have left (see July 1 and December 24 student rows in above table). We need to use this forgiving definition of student because we don't want to delete student accounts or any of their resources if we aren't sure that they have left or are on approved leave.
Semi-annual mass expirations may create delays
Mass expirations on 07-01 and 12-24 may result in a backlog processing Banner events that may require up to two days to catch up. When this occurs, expected changes from Banner may be delayed accordingly.
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