The information in our online phone directory is only as good as you make it.

As things change (you move offices, you change your home address, change phone numbers, change jobs etc…), you and your CAMP Supervisor are responsible for making sure your information is kept it up to date.  You have access to edit your entry in CAMP (Corporate Account and Maintenance Process).  It’s really pretty quick and easy to do; it’s just a question of remembering to do it.

Remember, CAMP has this self-serve feature so that you can update your own information as needed so it is up to all of us to make it as good (and accurate) as it can be.

When you updated CAMP, What is changed and what isn't?

 When a Camp Account is Created

When a CAMP account is created, the following information is used to create an account

  • Account type (used for the Computer Account)
  • Primary Group (Used to decide which default O: drive location is provided)
  • Camp Supervisor (who will get the CAMP updates and warning of account expiration - Not to be confused with the actual supervisor, although it could be the same person.  The actual Supervisor field in Outlook is populated by the Payroll department)
  • Preferred Name (used for Computer Account and Email address in Outlook)
  • Last Name (used for Computer Account and Email address in Outlook)
  • Job Title (displayed in Outlook)
  • Office Location (displayed in Outlook)
  • Work Phone (displayed in Outlook)
  • Mobile Phone (displayed in Outlook)
  • Personal Email address (used to create ZZ-email address in Outlook.  This email address is required if they want to reset their own password one day)
  • Group Memberships (displayed in Outlook, and used for which section the name will be displayed in the Phone List)
  • Account Expiry/Termination Date (this is used to decide when the account is terminated)

When a CAMP account is created, the following information is used to provide additional resources ONLY if "Notify arrivals and departures" is selected

  • Phone and Computer information (Used to determine whether a new computer needs to be supplied, or whether they will be using an existing computer or none at all)
  • Corporate Applications (what software, accounts or applications is required by this person)
  • Comments (additional info for Computer Services)
 When a Camp Account is updated

When a CAMP account is updated, the following information is the ONLY information that is updated automatically

  • Camp Supervisor (who will get the CAMP updates and warning of account expiration - Not to be confused with the actual supervisor, although it could be the same person.  The actual Supervisor field in Outlook is populated by the Payroll department)
  • Office Location (displayed in Outlook)
  • Job Title (displayed in Outlook)
  • Work Phone (displayed in Outlook)
  • Mobile Phone (displayed in Outlook)
  • Account Expiry/Termination Date (this is used to decide when the account is terminated)

ANY OTHER changes must be sent to Computer Services via email by "Notify Arrivals and Departures" or by forwarding the confirmation email the account supervisor or employee receives.  Otherwise Computer Services will not be aware, and not make the changes.  It should also be noted that new items in the "Corporate Application and Training" section are not identified as such, so a special comment to Computer Services is appreciated.

How to modify an existing CAMP record

Access CAMP through the usual means (go to the Human Resources website, log in, and find the link for CAMP on the right hand side), or go directly to CAMP at https://services.royalroads.ca/camp/.

  • You'll see a screen like this:
  • Type the name of the person whose record you need to update (I'm using Cecelia David's record) and then click Go.   You can type a few letters of the person's name if you like - the system will show you all possible matches.
  • You'll see a list of all the people who match whatever name you typed.  There is only one Cecelia so...  you'll see only one record, like so:
  • Click on the Edit link to make changes to the record
  • The record will open:
  • Change whatever info is required.


 I want to change the Termination Date

The Termination Date is when the account will expire. If the termination date is May 12, the account will expire on May 12 at 11:59pm.

    • To change the person's Termination Date click on the Termination Date button at the bottom of the edit screen:
    • Enter the new termination date STARTING WITH THE YEAR. (This prevents you from accidentally expiring the account by entering a date that has passed). The date cannot be more than 2 years from today's date.
    • Click on the Change Termination Date button when you are ready
    • Finally, you'll see a confirmation screen showing you the changes that have been made. 
    • At the same time that this is presented to you, an email message is sent to you, the Camp Account Supervisor listed and the @RRU-Arrivals-and-Departures distribution list so that the appropriate people can take action. 

Special Note about Late updates

If you update the termination date before the account has expired, no further action is required. The system updates all the right places with the new date. 

If the current termination date has passed, please follow up with Computer Services as the system will NOT update the date automatically and Computer Services Helpdesk will need to make the change manually before the person can log back in.

 Someone is changing jobs

One of the most important and complicated changes in CAMP can occur when a person is changing jobs, especially if they are changing departments. To assist in that, we wanted to provide a checklist of items that need to be reviewed. In most cases, it will require the participation of the previous and future supervisors.

Please change/update the following items as necessary:


 Personal Information Tab

Some of the following items might not need to change. Change only the items you need to.

  • Enter the Account Type (used for the Computer Account)

    Account Type Changes the Tabs

    If the Account Type needs to change, this might require a new account. Please contact HR or Finance to discuss the change

  • Enter the Primary Group (Used to decide which default O: drive location is provided)
  • Camp Supervisor (who will get the CAMP updates and warning of account expiration - Not to be confused with the actual supervisor, although it could be the same person.  The Manager or Reports Tofield in Outlook is actually populated by the Payroll department)
  • Job Title (displayed in Outlook)
  • Office Location (important for inventory and displayed in Outlook).
  • Work Phone (displayed in contact page, displayed in email, used in inventory)
  • Fax Number(displayed in contact page, displayed in email, used in inventory)
  • Exclude from WWW Directory and Exclude from Internal Directories should not be checked unless agreed to by Human Resources.  The default is to leave the boxes unchecked.

 Operational Needs Tab

  • Keys Requested and Keys Details (used by Security)
  • Start Date (important for scheduling installation of hardware and software but does not affect account creation)
  • Computer Account Expires (This date can be only a maximum to 2 years in the future.  Account Supervisor will be notified in the weeks leading up to the account expires date)
  • Is there a phone already in place for this person? and Do they require one? (This can be a confusing question.  We need to know if the person will be taking their phone with them or if they will be using another extension or if they will need a new number. Please provide the extension number(s) the Comments field later on)

Should I keep my phone or get a new one?

Some extensions can be synonymous with a department, and others with a person. You need to evaluate whether it would be detrimental to our clients (students, vendors, business partners, RRU staff) if the extension follows the employee or stays in the department. The current and future supervisors need to make this decision. IT will follow their lead.

  • Is there a Computer already in place for this person? and Do they require one?(This can be a confusing question.  We need to know if the person will be taking their computer with them or if they will be using an existing computer or if they will need a new computer. Please provide the computer name(s) in the Comments field later on)

Should I keep my computer or get a new one?

This is a more complicated question. Computers can have specific software installed to allow a person to do their job. Some of these software require licenses, and some of the software is available on all computers. Also people like their computer because they have customized things the way they like it.

  • If the computer has licensed software required for that position, it is recommended that the computer stay where it is and a new computer provided to the moving employee at their new location
  • If the computer at the new location has licensed software required for that position, it is recommended that the old computer stay where it is and the moving employee will use the computer at the new location
  • If the moving staff will need the current software, OR the first two items above are not relevant, then we can move the existing computer with the moving staff and provide a new computer to the old department
  • The current and future supervisors need to make this decision. IT will follow their lead.

Contact Computer Services if you need assistance in deciding.




 HR Information Tab (only available if account type is"Staff")

This tab is only available if you are entering a record for an account type of "Staff".

HR would prefer that nothing is entered into these fields for privacy reasons

(Competition number can be entered as this is not private, but is not required)

 Finance Information Tab (only available if account type is "Contractor/Associate Faculty")

This tab will only appear if you are entering a record for an account type "Contractor/Associate Faculty". 

Fiance would prefer that nothing is entered into these fields for privacy reasons

The information on this page is already provided using the "Contractor Information Form"

 Corporate Applications and/or Training Tab

This section is intended to identify application requirements. In all cases, changes to these fields are not properly identified in emails to us, so we will need you to make the changes known in the comments section later on.

Please note that if "training is required" is selected, in certain cases training is provided by peers and not the Computer Services department.

 

  • Agresso Financial (now called Unit4 Financial.  You may select this or contact Business Planning directly.  This must be approved by them and a non-disclosure agreement signed.  New accounts and changes to the account need to be approved by BP. They will contact us to provide instructions.  Training provided by peers or arranged through BP)
  • Agresso Student (now called Unit4 Education.  You may select this or contact ASW Administrator directly.  This must be approved by them and a non-disclosure agreement signed.  New accounts and changes to the account need to be approved by ASW. They will contact us to provide access and permissions. Training provided by peers or arranged through ASW Administrators)
  • Avanti  (Please provide computer name in comments tab.  Training provided by peers)
  • Course Evaluation Survey Admin (now called SurveyMonkey. Training provided by peers)
  • CRM (Please provide computer name in comments tab. Training provided by peers)
  • CTET (no longer provided)
  • EMS (Basic EMS access is provided to all staff for booking resources. Only check off if you require additional access like:
    • EMS Campus Admin (Only available to Academic Scheduling, Campus Services Schedulers and Admin, some Production, IT Helpdesk, Media Tech, Security and Habitat.  If you need this access please identify later in the Comments tab)
    • EMS Web User Group (If you need this access please identify the group later in the Comments tab)
    • EMS Process Template (If you need this access please identify room or resource later in the Comments tab)
 Comments Tab

Just like the title suggests, add any comments here. Since a job change can be quite complicated, it is permissible to send a separate email in this case. We strongly suggest forwarding the CAMP confirmation email you received when you update the account and include the information below in the body of the forwarding email. This is done in the hopes of linking all the changes into one ticket.

  • Physical moves can be identified here as an fyi, however all moves go through the office of Operations and Resilience (RRU-Space Requests Mailbox: rru-space-planning@royalroads.ca),
  • Any changes to phone requirements. We need to know if the person will be taking their phone with them or if they will be using another extension or if they will need a new number. Please include extension numbers
  • Any changes to computers. We need to know if the person will be taking their computer with them or if they will be using an existing computer or if they will need a new computer. Please include the equipment tag number(s).
  • Do they need new software?
  • Adding or removing Unit4 permissions can be identified in here, however it must go through, and be approved by Business Planning (Financial) or ASW Administrator (Student). We need to know who's account we are duplicating
  • Adding or removing Avanti permissions can be identified here
  • Adding or removing SurveyMonkey permissions can be identified here, including changes to teams. Please note that it is strongly recommended that employee transfer ownership of their surveys before leaving the department.
  • Adding or removing EMS Room or Resources can be identified here
  • Adding or removing CRM access can be identified here
  • Adding or removing permissions to network folders can be identified here
  • Adding or removing access to Mailboxes can be identified here

A list of other things you could request can be found here.



 I want to change other info

Make the changes required and then hit the Update Account button.

Special note about notifying Computer Services or Security

As noted above in the "what is changed and what isn't changed" section some changes you make will update Outlook automatically like CAMP supervisor, Office Location, Job Title, Work Phone and Mobile Phone.

If you update other items like items on Operational Needs or the Comments section, this info is not automatically updated anywhere. In these cases, you need to forward the email confirmation to Computer Services to let us know you have made some changes. We will then action appropriately. (New Keys? Forward to Security)

  • You're done.  Click Update Account

A couple of things to note

  • Computer Services recommends that you use Internet Explorer when working with CAMP as it has been known to cause less issues with this site.

Contact Computer Services for assistance

As always, should you need further assistance, please contact Computer Services by phone, email or Online Request Form