The Alumni Experience gives former employees access to their personal and payroll information after their employment ends. Providing alumni access also reduces inquiries to Human Resources and support staff.
When employment ends, former employees who meet the criteria assigned to the Alumni role receive an email notification to activate their Alumni account.
When activated, alumni users have access to view and update their personal information, including:
- Personal Information
- Biographical Information
- Addresses
- Contact Information
- Emergency Contacts
- Dependents
- Payment Information
Alumni can view and download records, depending on the configuration:
- Out-of-the-box Employee Self-Service (ESS) forms
- Pay statements
- Payroll and tax-related documents
Alumni can view their enrolled benefits and benefit statements (with read-only access) including:
- Enrolled Benefits: A list of all benefits they were enrolled in at the time of termination.
- Benefit Actions: Benefit statements and claim details that can be viewed and downloaded.
- Important Links: Informational policy links.
Alumni users can access their home page, open offboarding tasks, and custom tasks. Alumni users can access their latest People Profile, Spotlight, and Full Profile.
When alumni access is configured to terminate after a set amount of time, the alumni will receive an email notification one week before their access expires. The message prompts the alumni to download any important documents or resources before their access expires.
Alumni users who are hired during their active alumni access period are converted to the Onboarding User role when the rehire process is through Onboarding. If Onboarding is canceled, the user reverts to the alumni user role until the alumni access expiration date. If alumni access is revoked or expires, the user reverts to a terminated user role and can no longer access the system.
Alumni Experience for Managers
Human Resources (HR) managers can view the names and e-mail addresses of alumni users in Global search results.
When searching for rehire candidates, alumni users appear in the Profile Match Verification results. Alumni users are identified by the Alumni Access Enabled indicator in the Hiring Eligibility section.
Alumni users appear in the Offboarding Dashboard. Alumni users are identifiable by an Alumni indicator in their Profile Preview and Full Profile of the latest People Profile.
Alumni Experience for Administrators
When the feature is enabled, the Alumni External User role becomes available in the system and can be selected in drop-down menus. Administrators can configure when access begins and for which employees leaving the company.
Note
The Alumni External User role is not supported in Employee Central workflows.
There are two Alumni events In the Business Accelerator Hub. The Initiation event and the Revoke event. The initiate event triggers the initiate access message from Identity Authentication Service. The revoke event triggers the Alumni Access Expiring email notification