The Catholic University of America

 Computer Account Disposition Procedures

Computer Account Disposition Procedures

Introduction
In order to protect the security and the privacy of the University network and the data it contains, Technology Services maintains these 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. In case of conflict with university policy, the policy will govern.
 
There are five relevant areas of disposition activities: Network Access, Administrative System Access, Electronic Mail Access, New Address Notification, and Account Deletion.
 
Network Access
. This provides a way to logon to the university network, and is commonly referred to as a CUA Network Logon account. It allows members of the community to logon to other university systems, including file storage, shared drives, web servers, etc. In the case of departing students, this access will be disabled 30 days after graduation or separation from the University. For all other members of the community, including faculty and staff, it will be disabled upon separation, unless Technology Services receives a request for retention by a cognizant University official.
 
Administrative System Access
. This access provides the ability to view relevant data in Cardinal Station and other administrative systems. Students retain their access to Cardinal Station; access to other administrative systems is disabled immediately on graduation or separation. University employees retain access to Cardinal Station self-service features; other roles are revoked and access to other administrative systems is disabled immediately on termination.
 
Electronic Mail Access.  This access allows for receiving, reading, and sending electronic messages. Students retain access to their Cardinal Mail account on separation from the university as long as the account remains in active use and in compliance with all applicable Acceptable Use policies and agreements. In cases of extraordinary separation from the University, a Dean or other University official may impose removal of Cardinal Mail access. Email access will otherwise continue for faculty for 270 days following their termination date with the University, unless determined otherwise by the Provost.  Email access for faculty given the status of Emeritus will be maintained.  Staff access will be disabled upon separation, unless otherwise requested by cognizant Vice President.

New Address Notification. This ensures continuity of relevant professional or academic contact. In the case of students, this concept does not apply, since they retain their Cardinal Mail access. Notification is available to faculty for one year upon request, at the discretion of their Chair or other University official, and to staff for 90 days, at the discretion of their department head or other University official.
 
Account Deletion.  This concept applies to all data created, stored, or received by a member of the University community, but especially files (including e-mail for faculty and staff) stored on the University network. Student accounts and data will be deleted 30 days after graduation or separation from the University, unless otherwise requested by a cognizant University official. Faculty data and files will also be deleted one year after separation, unless otherwise requested by the Provost. Staff data and files may be deleted after 90 days, unless otherwise requested cognizant Vice President.  See also the university policy on electronic communications by employees regarding ownership of accounts.

Preservation of Personal User Data is the User's Responsibility. It is the responsibility of the employee or student to back up any personal data in the network logon account home directory or university e-mail account prior to separation from the university.
 
Review.  These procedures will be reviewed periodically and are subject to change at the discretion of the University.
 
Process for conflict resolution. If a member of the University community wishes 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 Technology Services' Director of User Services, who will consult with the appropriate University officials.