Staff Intranet

Click to download the ARF or the NERF

Below are the guidelines to follow when submitting an ARF or a NERF:

• The employee’s legal name needs to be on the ARF. No nicknames or name changes unless all the proper paperwork has been submitted to our HR department; the name must show as it is entered in iVisions. The worksite, employee’s ID badge number, and position title must also be listed on the ARF. Please indicate if the employee is Certified or Classified (Check one of the boxes).
• The ARF must be typed for clarity; no handwritten will be accepted. (our goal is to minimize the margin of error when creating a domain, email, and/or PowerSchool account).
• Please only include one door/room per line. Electronic access must be listed on its line(s). Please take note that keys will not be issued for doors that have electronic access.
• Employee Accounts don’t need to be requested anymore by the sites except for PowerSchool. All district employees receive an email account, the HR department will assist them to activate it during their orientation meeting.
• Please list the room number the client will be in (if building master/site master is requested) and fill in the extension if applicable. If an account is needed other than the standard issued for a position, please use the IT HelpDesk system to submit a ticket selecting the request type Staff Accounts/New Account Request, specifying the type of account(s) needed, and the reasoning why. These will be reviewed on an individual basis. If a SchoolDude account is needed, please contact the Facilities department directly.
• The PowerSchool accounts will be created based on the position title. If PowerSchool Admin access (Read-Only) is needed for teachers, make sure to select the “Read Only” Yes option. PowerTeacher access will be granted to teachers by default. Any future modifications to the PowerSchool access previously requested for employees will require a new ARF and a new IT HelpDesk ticket. Please add all the details about the levels of authorization in the Comments section.
• Once the form has been signed by the administrator (please see Access Authorization Levels details at the end of this procedure), the ARF must be submitted electronically attached to a HelpDesk ticket; Please submit one ARF per ticket, this will help us and the HR department during the process.
• In HelpDesk, please make sure to use Request Type ARF’s. The ticket can be opened and submitted by the principal/assistant principal, director, manager, foreman, or the person to whom this task has been delegated (click here to download the ARF Delegation Letter form). The ARF will be processed considering the ticket and its documentation as an authorization for access. An exception to this is the Extended Resource Teachers who can submit ARFs for gate and room keys for Inclusion Assistants. 
• ARFs that are for existing employees requesting keys, please add in the comments section of the ARF if the employee is switching rooms and needs to return keys, or if it’s additional access.
• If a replacement ID badge or keycard is required, please add in the comment section of the ARF the reason for the replacement (ie. Lost, faded, broken, no longer working, etc.).
• If you are submitting ARFs for certified or classified employees that will start working the following school year, please consider that the form will be processed after July 1st so that we may concentrate on collecting keys and badges from personnel finishing up their contract for the current school year. The IT HelpDesk ticket will be put on pending and we’ll begin processing once the new fiscal year has started. This will help us to close the previous year and also complete the Access Control summer projects in our district (new installations, preventive and corrective maintenance, and others).
• ARFs missing information, handwritten, names other than the legal name in iVisions, not signed by the authorized approver, or if the ticket wasn’t put in according to the content mentioned in step 8 of this procedure, will be returned to the originator through our HelpDesk system.

NOTE: The same guidelines apply to the HR Non-Employee Request Form (NERF).

Once our district hires new employees through our HR department who issues the ID badges and keycards. The IT department creates the employee’s accounts needed for our systems and programs the electronic access control devices to work with the issued keycard, granting access to the employee to the district’s facilities. The IT department works very closely with our HR department keeping effective and efficient communication to provide the best support services for the district’s employees. 

The information you provide through the ARF or NERF, and the IT HelpDesk ticket is very important, we depend on its accuracy to provide an efficient service. Please include as many details as you can when submitting an IT ticket requesting accounts or access for employees. 

Any new employee hirings, transfer to another worksite, classroom change, termination, please inform us. Our Access Control process includes the tasks of receiving keys and keycards that are not needed by our employees due to the changes mentioned at the beginning of this paragraph. We need to do our best to secure our district’s facilities making sure that only the authorized personnel can get into the places, that according to their job, they were granted access to. With everyone’s help, we’ll accomplish that continuous objective.

Who can authorize keys or keycards?

The issuance of building keys is limited to authorized individuals only. Requests for keys must be approved by the appropriate District officials as noted below.

• Site Master Keys (School Master) – Requires the approval of the Site Administrator or Principal.
• Building Master Keys – Requires the approval of the Site Administrator, Principal, or Assistant Principal.
• Area Master Keys – Requires the approval of the Site Administrator and the responsible area official (i.e. Custodial Supervisor, Kitchen Manager, Facilities Director, etc.).
• Exterior Door Keys – Requires the approval of the Site Administrator, Principal, Assistant Principal, or Department Head.
• Interior Door Keys – Requires the approval of the Site Administrator, Principal, Assistant Principal, or Department Head.
• Padlock Keys – Requires the approval of the official responsible for the area.
• Mechanical-Electrical Rooms (Any Site) – Requires the approval of the Facilities Director.

Any questions about this procedure please contact Manny Villa at mvilla@sahuarita.net.