Employee Account Provisioning and Deprovisioning Procedure

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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 
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1. Purpose

The purpose of the Employee Account Provisioning and Deprovisioning  procedure is to identify the responsibilities of departments and management in ensuring the security and access to Loyalist College’s information technology resources.

2. Application 

The procedure will apply to all College employees, excluding student workers and Appendix G Support Staff.

3. Definitions

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.

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. Roles and Responsibilities
  • Human Resources Services shall:
    • Monitor contractual employments to identify those who have not worked for the College for more than nine months and flag the employee status to have their account de-provisioned.
    • Monitor employees on leave; determine if account access is required and if not, flag the employee status to have the employees account deprovisioned.
  • Information Technology Services shall:
    • Deprovision accounts flagged by Human Resources Services.
    • Retain employee content in accordance with the Records Management Policy.
  • Managers shall:
    • Inform Human Resources Services of any employment that is terminating including contract employees whose employment will not be renewed within nine months so that the account may be deprovisioned.
5. Provisioning of an Account

5.1 Before a new account is issued, new employees information must be entered into the Human Resources Information System (HRIS).

5.2 If a new or returning employee’s account needs provisioning, managers or designates will complete the “IT New Hire Request Form” and send it to the Service Desk.

5.3 The “IT New Hire Request Form” must be completed for work-study students or Appendix G students transferring to another employment group (i.e. part- time support) in order to provide the employee with appropriate access.

5.4 IT Services will provision accounts as requested.

6. Deprovisioning an Account

6.1 Human Resources Services shall flag all accounts that are required to be deprovisioned.

6.2 Information Technology Services shall deprovision the flagged accounts.

6.3 Information Technology Services shall retain employee content in accordance with the Records Management Policy.

7. Gaining Access to a Deprovisioned Account

7.1 A Manager (or delegate) may wish to obtain access to a former employee’s account when it is deemed necessary in supporting business operations. Such access must be authorized by both the manager’s immediate supervisor and the Executive Director, Human Resources Services.

7.2 The office of the Executive Director, Human Resources Services shall issue an email request to the Service Desk indicating the name of the former employee; the name of the employee who requires access; and the start and end date that access will be granted.

7.3 Access to a former employee’s account should not exceed six months.

8. Retaining Access to an Account beyond Employment

8.1 In the event that a former employee requires access to their account to continue college business after employment has officially terminated, the Executive Director, Human Resources Services may authorize the extension of account access.

8.2 The request must come from the Executive Director, Human Resource Services (or designate) to the Service Desk via email and shall stipulate the following:

  • Former Employee’s Name
  • Former Employee’s Email Address
  • Former Employee’s Employment Termination Date
  • Account Expiry Date

8.3 Human Resources Services shall enter the account expiry date in the former employee’s HR record and Information Technology Services shall set the account to expire on the given expiry date.

8.4 In the event of a change to the expiry date, Human Resources Services shall notify Information Technology Services.