Information Systems Accounts Policy

1. College accounts are intended to be used primarily for official College business, including employee and student academic pursuits, and employee administrative, personnel and/or business matters and are not to be used for personal monetary benefit.
2. Issuance, eligibility, duration, monitoring, intellectual property ownership, and termination of College accounts will be granted according to the terms outlined in this policy.
3. Usage of College accounts are governed by the Acceptable Use of Technology Resource policy and any other applicable College policies, state, local, and federal law.

1. All Employees
   1. Each employee is assigned a unique account associated exclusively with that person which provides access to electronic resources needed to carry out their job duties.
   2. Employee accounts will be created at the start of employment.
2. Students
   1. Each student is assigned a unique account username associated exclusively with that person which provides access to electronic resources needed to carry out his/her academic pursuits.
   2. Student accounts will be created once the student has enrolled at the College.
3. Temporary Workers and Volunteers
   1. A temporary worker or volunteer may be assigned accounts as needed to perform duties associated with his/her formal relationship with the College, as requested by department heads and approved by a College Vice President or the Chief Information Officer.
   2. Temporary worker and volunteer accounts will be created as necessary and after approval.
4. Guest Faculty Scholars
   1. A guest faculty scholar may be assigned accounts, including email, as requested by department heads or by the Vice President for Academic Affairs.
   2. Guest faculty accounts will be created as necessary and after approval.
5. Employee Family Members
   1. Spouses, partners, and other members of employees' families with no official academic or employment relationship to the College are not eligible to receive College accounts.
6. Workshop and Event Accounts
   1. Temporary guest accounts may be created for an event such as a workshop, conference or camp to enable non-College participants to gain access to selected electronic resources such as computer labs or network shared drives. Typically, these accounts will not include email. These accounts will be created at the request of a College employee sponsor of the person/group holding the guest account, as approved by a College Vice President or the Chief Information Officer.
   2. Temporary accounts will be created as necessary and after approval.
7. College Departments, Programs, and Groups
   1. A College department, program or other group may be issued a special group email account as requested by a College employee sponsor and approved by the Chief Information Officer.
   2. Each such account is assigned to the designated faculty or staff sponsor who is responsible for managing the account. A student group requesting this type of account is required to have a faculty or staff sponsor to whom the account will be assigned.
   3. These accounts will be created as necessary and after approval.

1. Employee Accounts
   1. Non-Retiring Faculty Members
      1. A non-retiring faculty member separating from the College will retain his/her email account access for one semester following his/her last teaching semester at which point his/her email account will be disabled and the contents removed.
      2. Access to all other accounts will be disabled immediately upon his/her separation from employment.
      3. Account information will be preserved in the disabled accounts for 30 days or until a date designated by the Vice President for Academic Affairs or the Chief Human Resources Officer, whichever is longer. After that time the account and all information within will be removed.
   2. Non-Retiring Staff Members
      1. Access to all accounts of a non-retiring staff member separating from the College will be disabled immediately following his/her last day of service.
      2. Account information will be preserved in the disabled accounts for 30 days or until a date requested by the supervising department head and approved by the Chief Human Resources Officer, whichever is longer. After that time the accounts will be removed.
   3. Employee Retiring with Benefits
      1. During the offboarding process, an employee retiring with benefits will have the option of requesting the creation of a retiree email account. The new account will have an email address identifying the user as a retiree.
      2. Access to all accounts other than the newly created retiree account will be disabled immediately upon their last day of service.
      3. The retiree account will be disabled if it is not accessed for 6 months. If a request is not received from the retiree in the following 6 months to re-enable the retiree account, the account will be deleted and removed.
      4. Account information will be preserved in the disabled accounts for 30 days or until a date designated by the Vice President for Academic Affairs or the Chief Human Resources Officer, whichever is longer. After that time the accounts will be removed.
      5. Other than those who have official emeritus status, Retirees should not use any titles or designations to imply or infer that they are affiliated with, employed, or otherwise currently associated with the college.
   4. Re-Employed Retired Employees
      1. retired employee who is employed in any part-time or full-time role as designated by Human Resources will be assigned account access needed to carry out his/her work activities for the duration of his/her active employment appointment.
   5. Deceased Employees
      1. Upon notification of an employee's death, all remaining accounts will be disabled immediately.
      2. Account information will be preserved in the disabled accounts for 30 days or until a date designated by the Director of Human Resources, whichever is longer. After that time the accounts will be removed.
2. Student Accounts
   1. Graduating Students
      1. Graduating students have the option to retain Campus Portal and email access forever.
      2. Upon graduation the student's email account will be converted to an alumni account, identifying the user as member of the alumni of the College.
      3. The account will be disabled if it is not accessed for 6 months or if the student submits a request to deactivate the account.
      4. If a request is not received from the disabled account holder within the next 6 months to re-enable the account, the account will be deleted and all information removed.
   2. Withdrawing Students
      1. Accounts of a student who withdraws from the College will be disabled immediately upon the effective date of withdrawal.
      2. The accounts will be removed after twelve months or after completion of the next Academic Year, whichever is longer.
   3. Deceased Students
      1. Upon notification of a student's death, all remaining accounts will be disabled immediately.
      2. Account information will be preserved in the disabled accounts for 30 days or until a date designated by the Vice President for Academic Affairs, whichever is longer. After that time the accounts will be removed.
3. Guests and Others
   1. Guest Faculty Scholars
      1. Accounts of a guest faculty scholar will be disabled and removed immediately upon the end of his/her appointment as designated by the Vice President for Academic Affairs.
   2. Event and workshop Accounts
      1. Guest accounts created for an event such as a workshop, conference or camp will be disabled and removed immediately after the event has concluded or when directed by the College faculty or staff sponsor of the person/group holding the guest account(s).
   3. College Departments, Programs, and Groups
      1. A special group email account will be disabled and removed when requested by the College department, program or group to which it is assigned.

1. Monitoring, investigation, and examination of electronic content will only be conducted in connection with a specific event, such as the delivery of a warrant for search and seizure or other permissible events as listed in this or other policies. 
2. Employees are not permitted to engage in the monitoring, investigation, or examination of electronic communication content without prior specific authorization of the Chief Information Officer.

1. Intellectual property ownership is covered by the Intellectual Property Ownership Policy in the Hendrix College Faculty Handbook.
2. All other aspects of the College electronic communication facilities, including all equipment and data, messages, or other information transmitted, stored or maintained on or in such facilities, are and remain at all times the property of the College, unless otherwise expressly noted in a written confirmation signed by an authorized College official.

1. The College reserves the right to terminate any account holder’s access without notice for violation of the Acceptable Use of Technology Resources or any other College policy, termination of employment or other formal relationship with the College, expulsion, or any other situation in which College officials deem that continued access may place either the College or the account holder at risk.
2. In instances where the College orders that access to accounts of a faculty member, student, staff member or other Technology Services account holder be terminated, the accounts will be disabled immediately.
3. Account information will be preserved in the disabled accounts for 30 days or until a date designated by the Chief Human Resources Officer or a College Vice President, whichever is longer. After that time the accounts will be removed.

This Policy will be reviewed by the CIO every 5 years or as deemed appropriate based on changes in technology or regulatory requirements.

Information system

Any electronic system that stores, processes, or transmits information.

Institutional Data

Any data that is owned or licensed by the College. See the Data Classification Standard (Policy # 12110) for more information.  

• Acceptable Use Policy