SECTION C: BUSINESS AND SUPPORT SERVICES

 

SECTION CN.3

BUSINESS AND SUPPORT SERVICES
USER ACCOUNT MANAGEMENT

Procedure

USER ACCOUNT MANAGEMENT

The IT department provides user accounts for various systems. User account access is determined by the relationship of the user to the College.

All active employees and students will be provided with a computer login account and access to basic systems. Employees are provided access to employee portals, and students are provided access to student portals.

For student systems, user access is subject to deactivation at the end of 18-months after a student’s last active enrollment or application for admission.

For employee systems, user access is subject to deactivation immediately at the end of employment.

 

ELEVATED ACCESS

Requests for access to IT systems or data not typical of a standard employee or student account must be requested and are subject to approval by the IT department and/or the appropriate data owner for the requested system or data. Approval must be obtained in writing or via electronic form. The forms and approvals required will be determined by internal IT department procedures.

 

NAME CHANGES

Except for the explicitly described scenario below, all name changes must be completed within the Student Information System and the Human Resources Information System by the respective data owners before the IT department can change names for user accounts in any system.

Exception: When a new employee who is not a current active student is entered into the Human Resource Information System, and the employee’s social security number and first name match a record in the Student Information System, but the last name does not match, the last name from the Human Resource Information System will be considered correct by IT department automated processes, and used to change the record in the Student Information System. In these cases, the data owners of the Human Resource Information System and Student Information System will be notified of the occurrence and provided with the employee’s ID number, current last name, and previous last name. This exception is to facilitate a common system integration scenario in which a name-change requirement is unlikely to be anticipated by the data owners or employee. Upon notification of this event, it is the responsibility of the Human Resource Information System and Student Information System data owners to validate the last name of the employee and request correction by IT department if the name change was incorrect.

 

TERMINATION OF EMPLOYMENT

The IT Department is notified by system processes when an employee’s work relationship is terminated for any reason. If a termination is involuntary, Human Resources will contact the IT department directly to have system access disabled at a specified time. Terminated employees’ access to all Navarro College systems is revoked on their last day of employment.

 

DATA RETENTION

The College will retain email and login account data of separated employees and students in accordance with applicable legal and institutional requirements. The College does not guarantee employees or students’ data will be recoverable or accessible to them at any point after separation.

 

SOFTWARE LICENSES

Upon separation, an employee or student provided a software access license by the College must return it to the College. The IT department reserves the right to revoke any software access licenses provided.

 

 

Approved: 2024
Updated: 
Reviewed: