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Information Technology Access - User Separation

Purpose

This policy defines the procedures regarding information technology access removal for Lycoming College community users.

Applies To

This policy applies to all members of the Lycoming College community which includes, but is not limited to, students, alumni, full and part-time employees (faculty, staff, administrators), temporary employees, visitors, volunteers, interns, third parties, contractors and consultants (collectively known as “Users”) who have been granted access to Lycoming College information technology assets.

Policy Statement

Upon notification from Admissions, the Registrar’s Office, or Human Resources:

Students

  • Graduates
    • Access to all college information and technology resources including email, network drives (local and cloud based), databases, and applications will end 180 days after graduation.
    • The student is responsible to ensure all outside accounts tied to their @lycoming.edu email account have been transitioned to another email account (i.e. LinkedIn, employment logins, social media accounts, etc…). It's a good idea to start forwarding your email to your new/personal email address at least two (2) month before your email expires.
  • Withdrawn or Not-Returning or Suspension
    • Access to all college information and technology resources including email, network drives (local and cloud based), databases, and applications will end 30 days upon notification from the Registrar’s Office.
    • The student is responsible to ensure all outside accounts tied to their @lycoming.edu email account have been transitioned to another email account.
  • Non-degree
    • Access to all college information and technology resources including email, network drives (local and cloud based), databases, and applications will end 30 days upon notification from the Registrar’s Office.
    • The student is responsible to ensure all outside accounts tied to their @lycoming.edu email account have been transitioned to another email account.

Employees

  • Resignations (voluntary)
    • Access to all college information and technology resources including email, network drives (local and cloud based), databases, and applications will end at close of business on the last day of employment.
    • Supervisors are responsible for communicating with the departing employee about the information technology access policy and should work with the employee to transfer work-related information to the supervisor or applicable college employees. Support from ITS is available upon request to ServiceDesk@lycoming.edu.
    • Removal of employee content will occur 30 days following the last day of employment. The supervisor’s sign-off in writing is required prior to removal.
  • Terminations (involuntary)
    • Access to all college information and technology resources including email, network drives (local and cloud based), databases, and applications will end immediately upon termination.
    • Supervisor will be given access to the departing employee’s email account and network drives to retain relevant work information, upon request to ServiceDesk@lycoming.edu.
    • The supervisor will use his or her access to forward incoming email to another account and set up an automatic reply notifying that the employee no longer works at the college and all email is being forwarded to another person.
    • Removal of employee content will occur 30 days following the date of termination. The supervisor’s sign-off in writing is required prior to removal.

Retirees

  • Retired faculty, having received emeriti status, may choose to retain access to their email accounts. Retiree accounts will be modified to note the “retired” status, but the email address and login information will remain the same. An auto-reply announcing the retirement is recommended.
  • The College maintains the right to remove the email account if unused for a period of 6 months.
  • Access to other college information and technology resources will end on the last day of employment.
  • Removal of employee content will occur 30 days following the last day of employment. The supervisor’s sign-off in writing is required prior to removal.
  • Staff and administrators will not be allowed to retain access to their email accounts or other college IT resources.

“Other” users

  • Access to all college information and technology resources including email, network drives (local and cloud based), databases, and applications will end at close of business on the last day of work with the College.
  • The College point of contact is responsible for communicating with the departing user about the information technology access policy and should work with the user to transfer work-related information to the supervisor or applicable college employees. Support from ITS is available upon request to ServiceDesk@lycoming.edu.

It should be noted that the College is not responsible for files located on the local drive of College owned devices. It is also the responsibility of the user to ensure they are following the College’s Acceptable Use and Data Classification policies.

The Chief Information Officer must approve any exceptions to this policy statement.

Approved by the Information Technology Committee on 1/23/2020
Approved by the President’s Administrative Cabinet on 9/25/2020
Last Reviewed: 10/9/2020