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Longwood University |
Procedures for Policy 6105
ACCESS TO INFORMATION
TECHNOLOGY
RESOURCES AND SYSTEMS
I. PROCEDURE
A. Creating Access: Generally, access to information technology resources and systems can be requested using the following procedures:
1. New employees use the New Employee Form to request an initial LancerNet account (includes network and email access).
2. Student Information System (SIS):
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 Office3. 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.
6. Student accesss is created in advance and will consist of the following:
· LancerNet account (includes email, Blackboard, Portfolio, Web Page, and Library Systems)
· Skillsoft
· WIN (Web Information Network)
· RMS (Residential Management System)
7. All other access for faculty/staff/students:
a. Contact (via phone, email, or in person) IITS User Support Services and indicate what access is needed.
B. Terminating Access: Generally, access to information technology resouces and systems is removed using the following procedures:
1. Terminating Faculty/Staff Access:
a. Involuntary Termination: The Human Resources Office will notify the Information Security Office via phone 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. Disabling of all access will occur no later than the effective date and termination of all access will occur no later than 3 business days after the effective date.
b. Voluntary Termination: The Human Resources Office will notify the Information Security Office in writing or via e-mail on or before the effective date of the voluntary termination. Termination of all 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 the 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, Transfer 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, transfer or job function change. The Information Security Office will notify the old employee's manager that a re-allocation, 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. 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 all 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 and approved by the Board of Visitors, April 1, 2005.
Revised and approved by the Board of Visitors, September 15, 2006.