Alumni Service Center

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Alumni Service Center

    The Alumni Service Center (ASC) serves as a portal for maintaining connections with former employees, volunteers, and contractors. This platform enhances community engagement and offers specialized services, helping to improve morale and reduce costs associated with hiring and training.

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    Key Features

    • Service Requests: Alumni can request paycheck information, tax documentation, and access COBRA benefits.
    • Networking and Information: Users can update personal contact information, network with others, and stay informed about company news and job listings.
    • Administrative Functions: Administrators can assign employees to manage alumni requests and tasks.
    • Content Analytics: The ASC provides a dedicated content analytics tracking profile for insights.

    Key Outcomes

    To transition from employee to alumnus, a personal email is necessary, and this can be done individually or in bulk. Users must hold specific roles (snhrcore.hrsmalumni or snhrsp.hrspalumni) to access the ASC. It's important to manage user counts properly for Unrestricted User (UU) licensing by making alumni inactive in the [sysuser] table during the off-boarding process. This ensures that alumni do not inflate user counts. For HRSD Professional users providing services outside of ASC, creating a custom alumni table is recommended to manage former employees effectively.

    The Alumni Service Center (ASC) provides a way to stay connected with former employees and non-employees like volunteers and contractors.

    The ASC acts as a portal to provide unique content, services, and community.

    Maintaining relationships with former employees and other external audiences helps morale, productivity, and drive down training and hiring costs.

    ASC benefits

    Having a portal that alumni can access has many benefits:
    • Alumni can make service or catalog requests like:
      • Requesting paycheck information
      • Requesting tax documentation
      • Accessing information about COBRA benefits
    • Alumni can also:
      • Keep personal contact information up to date
      • Connect to community for networking opportunities
      • Stay informed of company news and announcements
      • Access job listings
    • Administrators can:
      • Assign employees to manage alumni requests
      • Assign tasks to alumni

    Content analytics

    The ASC provides a separate content analytics tracking profile. For more information, see Create a Content Analytics tracking profile.

    Employee to alumni transition

    A personal email is required to transition from an employee to an alumnus.

    You can perform this transition for individuals or in bulk. To access the ASC, users must have one of the following roles:
    • (sn_hr_core.hrsm_alumni)
    • (sn_hr_sp.hrsp_alumni)
    Note:
    You can add the alumni roles (sn_hr_core.hrsm_alumni and sn_hr_sp.hrsp_alumni) to any user. For more information, see Assign a role to a user.

    Ensure alumni aren't included in your UU licensing counts

    When an employee transitions to an alumni, and you're using Unrestricted User (UU) licensing, you will want to avoid inflating user counts when providing services to your alumni. Ensure the following parameters are updated in the [sys_user] table.
    • If you have HRSD Enterprise, with HR or unrestricted users, and you use ASC, you will need to make users inactive in the [sys_user] table as part of the off-boarding process. Once the record is inactivated, it won't be counted in the UU count.
      Note:
      The ASC offboarding workflow creates a new alumni record in the Alumni Users [sn_asc_user] table that provides alumni access to the ASC services and resources when the User [sys_user] profile is inactive.
    • If you have HRSD Professional, with HR or unrestricted users, and are providing alumni services outside of ASC, to prevent former employees from being included in the UU count, you will need to create a custom alumni table. The custom alumni table will extend the [sys_user] table. When an employee leaves the organization, you can change the user class of the employee in the [sys_user] table from User to the sys class name that corresponds to the custom alumni table.
      Note:
      Creating a custom alumni table to service alumni outside of ASC is considered a custom implementation. Refer to Create a custom table for more information.

    For additional information, see the DEF1000205 | HR User [KB1125071] article in the Now Support Knowledge Base.