Access and Permissions

How to Request Access to Shared Mailboxes, SharePoint Sites, and Distribution Lists
Need access to a shared resource? Here's how to request it — and what's already set up for you automatically.
What's Already Set Up Automatically
Many group memberships at FVSD are assigned automatically based on your school and role. For example, if you're a teacher at High Level Public School, you'll automatically be added to the HLPS Faculty group and receive the associated access.
These automatic memberships are based on your information in the HR system (Atrieve). If you believe you're missing access that should come with your role:
Check with your school office — make sure your role and school are correctly entered in Atrieve
Automatic group memberships update once your HR record is correct — IT cannot manually override these
Important: Your FVSD account is created and activated based on your Atrieve record. If you're a new staff member and don't have an account yet, your school office needs to ensure you've been entered and activated in Atrieve first.
What You May Need to Request Manually
Some resources are not automatically assigned and require a request:
Shared Mailboxes — group email accounts like 
office@yourschool.fvsd.ab.ca
Distribution Lists — email groups that send to multiple people at once
SharePoint Sites — shared document libraries and team sites
Shared OneDrive Folders — shared folders or libraries
Software — applications not currently installed on your device
How to Submit a Request
Submit a ticket through the IT helpdesk or email helpdesk@fvsd.ab.ca
In your request, include:
What you need access to (be specific — e.g., "the LCPS Office shared mailbox" not just "a mailbox")
Why you need access (e.g., "I'm covering the front office this year")
Your role/position at your school
IT will verify the request with your principal or supervisor if needed
Once approved, you'll receive a confirmation and access will be granted
What to Expect
Most access requests are completed within 1-2 business days
Some requests may require principal or supervisor approval before IT can proceed
You'll receive a notification when access has been granted
Shared Mailboxes: How to Open Them Once You Have Access
In Outlook Desktop
Open Outlook
Click File > Open & Export > Other User's Folder
Type the shared mailbox name and click OK
Or it may appear automatically in your folder list on the left side.
In Outlook on the Web
Go to https://outlook.office.com
Click your profile icon (top right) > Open another mailbox
Type the shared mailbox address and click Open
Common Questions
Q: I'm a new staff member and don't have an account yet.
A: Your account is created once you're entered and active in the HR system (Atrieve). Contact your school office to confirm your HR record is in place. Once it is, your account will be created automatically.
Q: I changed roles/schools — will my access update?
A: Automatic group memberships will update once your HR record in Atrieve reflects your new role and school. Manually assigned access (shared mailboxes, etc.) will need a new request — your old access will be removed during the transfer process.
Q: I need access urgently — can it be done faster?
A: Mark your ticket as urgent and note the reason. IT will prioritize where possible. Note that if the issue is related to your Atrieve record, IT cannot bypass this — the HR record must be updated first.
Q: Can I request access on behalf of someone else?
A: Principals and supervisors can request access for their staff. Include the staff member's name and email in the ticket.
Contact IT
Submit a ticket through the IT helpdesk
Email: helpdesk@fvsd.ab.ca

Staff Offboarding: What Happens When Someone Leaves
This guide is for principals, office staff, and supervisors who need to understand what happens to IT accounts when a staff member leaves FVSD.
How Offboarding Works
When a staff member leaves the division, their IT access is disabled based on their status in the HR system (Atrieve).
HR/school office updates the staff member's record in Atrieve to reflect their departure
The account remains active for 2 weeks from the end of employment to allow for transition
After the 2-week period, the account is disabled
Disabled accounts are permanently deleted 30 days after being disabled
Automatic group memberships (email lists, shared resource access, etc.) are removed when the account is disabled
Need more time? If access is required beyond the 2-week period, contact the HR Department to request an extension. Accounts may also be disabled immediately or extended as deemed appropriate by the supervisor or Superintendent.
What Principals/Office Staff Need to Do
Update Atrieve — ensure the departing staff member's record is updated promptly. The account will remain active until this is done.
Collect FVSD equipment — computer, phone, charger, adapters, keys, etc.
Submit a ticket to IT if any of the following apply:
The staff member had access to a shared mailbox that needs to be reassigned
There are files on the staff member's OneDrive or Google Drive that need to be transferred to someone else
The staff member's phone extension needs to be reassigned
The staff member had any specialty access (admin consoles, software licenses, etc.)
What Happens to Their Data
Email: The mailbox is disabled with the account. If emails need to be preserved or forwarded, submit a ticket to IT before the account is deactivated.
OneDrive/Google Drive: Files remain for a limited time after the account is disabled. If files need to be transferred, submit a ticket as soon as possible.
Shared resources: Any manually assigned access (shared mailboxes, SharePoint permissions) will need to be updated by IT.
Common Questions
Q: A staff member left but their account still seems active.
A: The account stays active until Atrieve is updated. Contact your school office to ensure the record has been changed.
Q: Can we keep the account active longer than 2 weeks?
A: Contact the HR Department to request an extension. The supervisor or Superintendent can approve keeping the account active longer if needed.
Q: A departing staff member had important files — how do we get them?
A: Submit a ticket to IT as soon as you know the staff member is leaving. Files can be transferred during the 2-week active period or within 30 days of the account being disabled (before permanent deletion).
Q: The departing staff member managed a shared mailbox — what now?
A: Submit a ticket to IT with the shared mailbox name and who should take over access.
Contact IT
Submit a ticket through the IT helpdesk
Email: helpdesk@fvsd.ab.ca