Account Deactivation

1.0 Overview

Vital to protecting the integrity of the Clarkson Network is the timely termination of account access for users who leave the university.  This policy will clarify the distinctions in account termination based on the manner in which the user departs from the University.

2.0 Purpose

The purpose of this policy is to establish a standardized timeframe for deactivating access to Clarkson information systems for users who leave the university.

3.0 Scope

The scope of this policy includes all personnel who have or are responsible for an account (or any form of access that supports or requires a password) on any system that resides at any Clarkson facility, has access to the Clarkson network, or stores any non-public Clarkson information.

4.0    Policy

  1. A.      Faculty:  Faculty who amicably leave the University will be extended access to e-mail and data accounts for a period of 90 days after the last day of their last semester of employment.  All access to administrative accounts will be terminated immediately upon their official departure date.
  2. B.      Staff:  Staff who leave the university will have all account access terminated immediately upon their official departure date.  Staff who leave amicably may make arrangements for data and e-mail to be copied to removable media prior to their departure date.
  3. C.      Administrative Accounts:  Any individual who has an administrative account will have that account terminated immediately upon their official departure date.
  4. D.      Students:  Graduating students will be given access to e-mail for one year after graduation.  Students returning for graduate school at Clarkson should notify the Service Center if they wish to keep their data accounts active beyond one year. Students who leave the University for academic reasons, or who are not enrolled at the end of the add-drop period will remain active for one year. Students who are asked to leave the University for administrative reasons will have their accounts deactivated upon the last day of attendance.
  5. E.      All Users:  All users will be notified via their Clarkson email 14 days prior to their account deactivation, except in the case of a user who is forcefully separated from the University.

5.0 Enforcement

Accounts will be reviewed at the end of the each semester to set deactivation dates based on student status.  Faculty and Staff deactivations are dependent on coordination with the Human Resources department.  This coordination is pending and integration with PeopleSoft is desirable.  Deviations from this policy will require approval of the CIO.

6.0 Definitions

Data Account – An AFS or Active Directory account used to store various types of data

Deactivation – Access to an account is terminated

Administrative Account – Any account that provides an elevated level of privilege

7.0 Revision History

Draft Policy v0.1 – 02 Jan 2007 – jfiske

Draft Policy v0.2 – 28 Aug 2007 – jfiske

Draft Policy v0.3 – 11 Sept 2007 – jfiske

Draft Policy v0.4 – 23 Apr 2008 – jfiske

Draft Policy v0.5 – 36 Mar 2013 – kashwort

Approved Policy v1.0 – 4 November 2013 – jfiske