Computer Account Disposition Procedures

Introduction

In order to protect the security and the privacy of the University network and the data it contains, The Center for Planning and Information Technology maintains these computer account disposition procedures. These procedures govern all network and computing accounts at the University, including but not limited to all centralized systems of access and authentication. These procedures are subservient to any existing or new University policies. In case of conflict, the policy will govern, as interpreted by senior university officials.

There are five relevant areas of disposition activities: Network Access, Administrative System Access, Electronic Mail Access, New Address Notification, and Account Deletion.

Account Disposition

Network Access

This access provides a way to logon to the university network, and is commonly referred to as a network logon account. It allows members of the community to logon to university computing systems, including file storage, shared drives, and web servers. In the case of departing students, this access will be disabled 30 days after graduation or separation from the University. In the case of faculty, the access is retained for 180 days to allow a smooth transition of their scholarly activities.  For staff, network access will be disabled upon separation, unless CPIT receives a specific, written request with justification from a Dean, Director or cognizant University official.

Administrative System Access

This access provides the ability to view relevant data in administrative systems such as Cardinal Station or Cardinal Financials. For students, administrative system access will be disabled upon graduation or separation, with the exception that student administration system access through Cardinal Station will remain enabled for graduated students (alumni). For faculty,administrative system access will be disabled after 180 days.  For staff, administrative system access will be disabled immediately upon separation.

Electronic Mail Access

This access allows for receiving, reading, and sending electronic messages. Students will keep their e-mail access for 365 days after graduation, during which time they will be encouraged to migrate to the University sanctioned Alumni e-mail access. In cases of extraordinary separation from the University, a Dean or other University official may request immediate removal of access. E-mail access will continue for faculty for 365 days after their departure from the University. Emeriti who retain access to other University services may request this access be retained beyond the 365 days. Staff access will be disabled upon separation, unless otherwise requested by a Director or cognizant University official.

New Address Notification

This ensures continuity of relevant professional or academic contact. In the case of students, this concept does not apply, since they keep their e-mail access for one year, and can then migrate to the alumni e-mail system. New address notification is available to faculty through their own use of the e-mail system "out of office" notification feature that may be set any time during the one year of extended e-mail access and will be kept in place until the account is deleted.  New address notification for staff may be set by the university using the "out of office" notification mechanism upon separation.  All "out of office" notifications are subject to review and modification by the university at the discretion of cognizant University officials.

Account Deletion

This concept applies to all data created, stored, or received by a member of the University community, but especially e-mail and other files stored on the University network. Student accounts and data will be deleted 365 days after graduation from the University, unless otherwise requested by a cognizant University official. Faculty accounts and data will be deleted 365 days after separation, unless otherwise requested by their Chair, Dean, or other University official. Staff accounts and data will be deleted 90 days after separation, unless otherwise requested by a Director or cognizant University official.

Related Procedures

Review

These procedures will be reviewed annually, but are subject to change at the discretion of cognizant senior University officials.

Process for conflict resolution

If a member of the University community wishes to argue for an exception to these procedures, the exception application must follow existing practices pertaining to the use of technology at the University. Application must be made to the Director of Academic Technology, who will consult with the General Counsel, the Director of Human Resources, and, as applicable, the cognizant Academic official.