Longwood University Chief Information, Technology, and Facilities Officer: Information and Instructional Technology Services   201 High Street, Coyner 107, Farmville, VA 23909    Phone: 434.395.2034         Fax: 434.395.2035

Procedures for Policy 6105
ACCESS TO INFORMATION TECHNOLOGY 
RESOURCES AND SYSTEMS

I.     PROCEDURE

A.  Creating Access:  Office requesting Generally, access to Iinformation Ttechnology resources and systems should submit can be requesteds using the following procedures:

1. New employees use the New Employee Form to request an initial LancerNet account (includes network and email access).

2.  Requesting Access to Student Information System (SIS) and FRS Systems:

a.  Contact (via phone, e-mail, or in person) the appropriate user group representative(s) and indicate what access is needed. Note: Access requests for the Student Information System (SIS) will require signed acknowledgment of the Longwood policy on Student Records found in the Longwood Catalog.

1. Student Information System User Group Representatives:

a.  For student records:  Registrar's Office

b.  For cashiering and student accounts records: Student Accounts Office

c.  For financial aid records: Financial Aid Office

d.  For admissions records:  Admissions Office

b.  The user group representative completes the User Access Request Form and has the data owner or their authorized alternate sign to authorize the access.

c.  The user group representative forwards the completed User Access Request Form to the Information Security Office. The Information Security Office will process and then route the request to all applicable areas for further processing.

d. All areas that process the request will sign and date it to indicate completion, and then forward the completed request to the Information Security Office.

e. The Information Security Office will send notification to the user when processing is complete along with any pertinent information.

3. Banner System instructions can found on the Banner Training & Support page.

4. Instructional Technology instructions can be found here.

5. See the Unix Academic Server Policy for instructions.

62.  Student accesss is created in advance and will consist of the following: Faculty and Staff Requests for Access to Other Systems:

· LancerNet account (includes email, Blackboard, Portfolio, Web Page, and Library Systems)

· Skillsoft

· WIN (Web Information Network)

· RMS (Residential Management System)

a. Contact (via phone, email, or in person) IITS User Support Services and indicate what access is needed. If access is being requested for a new employee, the New Employee Form must be completed. (Retirees are only eligible for email access.)

b.  IITS User Support Services will notify the appropriate system administrators via work orders.

c. The system administrators will process the work orders and create the necessary accounts.

d.  IITS User Support Services will send notification to the user when processing is complete along with any pertinent information.

73.  All other access for faculty/staff/students: Student Requests for Access to Other Systems:

a.  Contact (via phone, email, or in person) IITS User Support Services and indicate what access is needed.All systems access for students is generally pre-determined and created in advance.

b.  Notification is sent to the user when processing is complete along with any pertinent information. 

c.  See the Unix Academic Server Policy for special instructions on requesting access.

B.  Terminating Access: Generally, access to information technology resouces and systems is removed using the following procedures: The Information Security Administrator reserves the right to suspend and/or terminate any access privileges he or she determines to be a potential threat to the confidentiality, integrity or availability of any sensitive or critical information technology resources and systems of Longwood. In general, access will be promptly terminated when the need for that access no longer exists.

1.  Terminating Faculty/Staff Access:

a. Involuntary Termination or Retirement: The Human Resources Office will notify the Information Security Office via phone in writing or via e-mail on or before the effective date of the involuntary termination to have all access disabled and then follow-up with notification to the Information Security Office in writing or via e-mail to have all access terminated. or retirement. Termination of SIS/FRS access will occur no later than the effective date. Disabling of all access will occur no later than the effective date and Ttermination of all other access will occur no later than 3 business days after the effective date.

b. Voluntary Termination: The Human Resources Office unit secretary will notify the Information Security Office in writing or via e-mail on or before the effective date of the voluntary termination. However, the unit supervisor will ultimately be responsible for ensuring that this notification is sent. The Human Resources Office will notify the Information Security Office upon receipt of the notification from the department for purposes of validation. Termination of SIS/FRS access will occur no later than the effective date. Termination of all other access will occur no later than 3 business days after the effective date.

c. Suspension: The Human Resources Office, as soon as they complete a review of any suspension action to be taken and deem the employee a security risk, will notify Tthe Information Security Office in writing or via e-mail. Human Resources will notify the Information Security Office again when access is to be reinstated. Access will remain suspended from the effective date until notification is received to reinstate it.

d. Position Re-allocation,orTransfer or Departmental Internal Job Function Change: The Human Resources Office will notify the Information Security Office in writing or via e-mail on or before the effective date of the re-allocation, or transfer or job function change. The Information Security Office will notify the old employee's manager that a re-allocation, or transfer or job function change has been identified and that the employee must have their access re-validated by the appropriate data owner(s). Revalidation by the data owner(s) will occur within 5 business days after the effective date or access will be suspended. Access will remain suspended until the revalidation process is complete.

e. Departmental Internal Job Function Change: The employee will notify the Information Security Office in writing or via e-mail on or before the effective date of the job function change. The Information Security Office will notify the old employee's manager that a job function change has been identified and that the employee's access must be re-validated by the appropriate data owner(s). Revalidation by the data owner(s) will occur within 5 business days after the effective date or access will be suspended. Access will remain suspended until the revalidation process is complete.

ef. Student Work Study Termination: The unit secretary will notify the Information Security Office in writing or via e-mail on or before the effective date of the termination. However, the unit supervisor will ultimately be responsible for ensuring that this notification is sent. Termination of SIS/FRS access will occur no later than the effective date. Termination of all other applicable work study related access will occur no later than 3 business days after the effective date.

f. Retirement: The Human Resources Office will notify the Information Security Office in writing or via e-mail on or before the effective date of the retirement. Termination of all access, except for email, will occur no later than 3 business days after the effective date.

2.  Terminating Access for Students:

a. Withdrawal, Graduation, Academic Suspension, etc.: All access is removed when the appropriate notification is received via the Student Information System (SIS). Termination of access will occur no later than three (3) business days after the effective date.

b. Immediate Suspension: The Office of Vice President for Student Affairs will notify the Information Security Office in writing or via e-mail on or before the effective date of the suspension. The Office of Vice President for Student Affairs will notify the Information Security Office again when access is to be reinstated. Access will remain suspended from the effective date until notification is received to reinstate it.

Approved by the Board of Visitors, September 7, 2002.

Revised April 1, 2005.

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