Overview
Version 1.0
Last Revision Date: April 8, 2008
Approval Date: April 8, 2008
Approval Authority: Vice President for Information Technology
Services/CIO
Send comments and feedback to policy@case.edu
Purpose
The purpose of this policy is to define procedures
user access to computing and information technology resources for the
Case Western Reserve University community. The policy also defines
account closure policy to assure compliance with applicable federal
regulations and internal University policies.
Coordination with Other Policies and Procedures
The Case Network
Account Closure Policy is closely aligned with these policies:
Policy
II-1, Employee Classification and Status
Policy
II-12, Termination of Employment
Procedure
II-12a, Case Termination of Employment
This operational policy is established by VP of Information Technology
Services, under the Case Acceptable Use Policy.
Access to Information Technology Resources
User access to the University's information
technology resources is a privilege. Global access to Case
information technology resources is primarily granted via an active
Case Network Account (Case Network ID). Network Accounts are
granted to individuals who have a valid relationship between
themselves and the University. Valid relationships are defined as:
Employer-Employee (e.g.
staff, faculty)
Defined by receipt of salary, benefits, etc.
Institution-Student
(e.g. students)
Defined by enrollment status (at least part-time)
Affiliates (e.g.
contractors, temporary access accounts, research associate at another
university, alumni, students in a pre-admit status, emeriti, etc.)
Defined by an approved sponsorship by an individual with an
Employer-Employee relationship.
Various sub-categories of user account types are within the operational
rules of these distinct relationships, and some overlap between these
relationships exist. For this reason, a valid relationship is
based upon the primary
relationship.
Applicability
This policy applies to all instances of Case
computing and information technology resources including central
accounts managed by IT Services, as well as departmental systems
operated by various colleges and departments.
Policy
Upon cessation of the primary relationship between
an individual and the University, Case ITS shall promptly suspend Case
Network Accounts according to the following schedule.
A. Upon termination of employment, Case
Network Accounts shall be suspended within one (1) working day of the
the employee's last work day or termination date. If the last work
day or termination date are different, the earliest date shall be
applicable.
B. Upon termination of enrollment status,
Case Network Accounts for students shall be suspended within 180 days
of disenrollment. Disenrollment is defined as a change from
'activated' academic status to either "administratively withdrawn,
completed, dismissal, discontinued, or suspended". If a student
graduates, their academic status
changes to "completed" and their account should be transferred to the
Alumni affiliation status within 30 days of graduation.
C. Affiliate accounts shall be suspended
immediately upon:
1. Notification for
closure by the sponsor of the affiliate (relationship with the
University has ended).
2. Termination of employment by the sponsor.
3. On an annual basis, which requires the sponsor to refresh the
account status.
4. For students in a pre-admission status, accounts will terminate on
the first business day of September if the student has not matriculated
by that date (they would be in student status).
Review of the Policy
This policy shall be reassessed in February 2010
to evaluate business changes due to the implementation of the new
Student Information System on the student expiration date, with the
intent of reducing it to a 30-day window. Any other substantive
change as a result of changes to the Case information technology
resources and/or changes in legal statutes that impact information
technology resources, copyright, or other intellectual property issues
will be evaluated on an as-needed basis. The Vice President for
Information Technology Services is responsible for determining when the
policy needs to be reviewed and the process for review and revision.
Definitions
Activated Status: When a student has matriculated and is an active
student in an academic program. Also applies to non-degree
students.
Administratively Withdrawn: When a student is withdrawn for
administrative reasons.
Completed: When a student has completed an academic program.
Discontinued: When a student discontinues attendance.
Dismissal: When a student is dismissed from an academic program
by the University.
Suspended: When a student discontinues attendance.
Termination: When the employee-employer relationship has been severed.
Frequently Asked
Questions (FAQ)
What if I am an employee who is also taking
classes, and I leave Case for another job?
If you choose to continue taking classes, you will
change your primary relationship status to that of a student. Your
account will be suspended, and then re-established as a student only.
I'm a student and I'm studying abroad. Will
my Case account be turned off?
This special case is being considered under the
leave of absence category, but for
the present time, your account will be suspended. It will be
reactivated upon your return and re-enroll.
I have an affiliate account, and my sponsor has
left the university. How can I keep my account active?
All affiliates must have a current and valid
sponsor. Your sponsor will be tasked with finding another sponsor
in the department or organization that is willing to serve as your
sponsor.
I am about to graduate/just graduated. How
do I get my account changed to Alumni status?
Valid alumni may retain their Case NetworkID in Alumni status to
access the Alumni System. Users need to set this up before they
graduate or before the 30-day window closes. The Alumni Services
page has the details. Persons who meet the alumni criteria will
have their accounts automatically switched to Alumni status.
|
