| Policy Number: HR 502 | Policy Title: Employee Account Provisioning and Deprovisioning |
| Supersedes Existing Policy? N | Policy Owner: Vice President, People and Culture |
| Associated Procedure: Y | Date Last Approved by CET: January 29, 2020 |
| Related Documents and Links |
1. Introduction and Purpose
The policy establishes provisions and guidelines regarding an employee’s access to Loyalist College’s Information Technology (IT) resources, in particular email and network access.
The purpose is to ensure that IT privileges are only available to current employees or contract employees having an ongoing employment relationship with the College. The intent is to ensure the security of confidential and operational information.
Also, it is to be noted that the record retention must align with the Loyalist College Records Retention Policy.
2. Application
The policy is applicable to all Loyalist College employees excluding student workers and Appendix G Support Staff.
3. Definitions
Permanent Employee: Full-time employees (i.e. administration, support staff and faculty) and part-time employees (i.e. regular part-time support staff and part-time administration).
Contract Employee: Employees with a set contract end date (i.e., partial load, part-time, sessional faculty; less than 12 months), regular part-time, temporary or casual support staff.
New Employee: A person hired by Loyalist who has not worked for the College before. A person is considered an employee once they have signed and submitted all necessary agreements and/or contracts to Human Resources.
Rehired Employee: A person who has previously worked at the College, terminated employment and returned.
Returning Employee: An employee who works on Contract at Loyalist and who has had a break between contracts or a person who has previously worked at the College, terminated employment and returned.
Account: An employee’s Loyalist email and active directory account. Credentials providing employees with access to the Loyalist network, email, portal etc.
Provision: To provide access to an account with access rights to software and network services.
Deprovision: To revoke access to an account.
4. Policy Statement
Loyalist College will provide employees with appropriate access to information technology system by ensuring the management of accounts in accordance with the criteria below:
- 4.1 Provisioning Accounts
- All Loyalist College employees shall be provided with a staff account.
- Where an employee was a student, the student account shall be deprovisioned and a staff account shall be provisioned.
- 4.2 Deprovisioning Accounts
- A permanent employee shall have his/her account deprovisioned without prior notification according to his/her last day of employment with the College.
- Contract employees will retain their account access for up to nine months following their last workday with the College. If prior to the nine-month timeframe, it is determined that the employee will no longer have an ongoing employment relationship with the College, managers shall be responsible for notifying Human Resources Services at the time the information becomes available. Human Resources Services will notify the individual and the associated supervisor that the account will be deprovisioned within seven business days, and the account shall then be deprovisioned.
- Where it is determined that the College requires an individual to retain their account access beyond their employment, an account access extension may be approved by the Executive Director, Human Resources Services with an appropriate end date and the account will no longer be considered an employee account.
- The College reserves the right to make an account unavailable to an employee who is on an extended leave. This determination shall be made at the discretion of the Executive Director, Human Resources.
- Managers (or designate) may have access to a former employee’s account with authorization from the requesting manager’s direct supervisor and with approval from Executive Director, Human Resources Services.
- Immediate requests for deprovisioning shall only be made through the Senior Director, Infrastructure.
- A former employee’s content shall be retained in accordance with the Records Management Policy.
- When an account is deprovisioned it is the responsibility of the direct supervisor to review all electronic data and manage in accordance to the records management policy