Employee and Third-Party Account Termination Policy

Policy Statement

This policy is applicable to all Emerson College staff (full-time, part-time, temporary, and student employees), faculty (tenured, tenure-track, term, and part-time) and to all other third parties granted use of Emerson College’s information resources, excluding non-employed students (see separate policy for students).

Reason for Policy

The purpose of this policy is to ensure the protection of Emerson's information assets from unauthorized access or damage.

Statement of Policy

Employee/Third-Party Terminations

Upon learning of an employee or third party’s termination of employment or contract, the employee’s manager (or Academic Administration for faculty) or, in the case of a third party, the responsible business manager will follow Human Resources’ employee termination process. Human Resources will notify administrators responsible for access controls, including IT, Business Services, Finance, or other applicable departments who will disable the employee’s/third party’s access to Emerson data, electronic systems, and physical access to buildings, effective at a time agreed upon by Human Resources. Only Human Resources can authorize an employee account termination. For employees who move from one Emerson functional area to another, Human Resources will work with both the former and new managers to determine electronic access and will instruct IT accordingly.

The employee/third party will have until their last day of employment or the last day of the applicable third-party contract to remove or copy personal data from Emerson systems to their personal storage. They are not to remove or delete any data that is not their own, is necessary for the operation of the department or College, required by College retention policies, protected by federal or state law, or placed under a litigation hold. The managers/Academic Administration may request that IT grant them access to the employee’s/third party’s computer, electronic storage, or email account for business continuity purposes. It is the manager’s/Academic Administration’s responsibility to request access. Information Technology will not grant access automatically. The managers/Academic Administration may then copy, move, forward, or delete data to the appropriate locations or accounts in accordance with the College's Record Management and Retention Policy and applicable federal or state law.

The manager or Academic Administration has 30 days from the date of the employee’s/third party’s departure or termination of contract to gather any data or email which they feel is necessary for the proper operation of the department or is required by policy or law. Extensions to the 30-day policy must be requested to and authorized by Human Resources. At the end of the 30 days (or agreed upon extension), Information Technology is authorized to permanently delete all Emerson data of the terminated employee/third party.

If the Office of the General Counsel has placed a litigation hold on any employee/third party’s data, it is prohibited to alter the contents of said data until the Office of the General Counsel lifts the litigation hold.

Part-Time Faculty Inactive Teaching Status

If a faculty member is not teaching consecutive semesters (Fall/Spring, excluding the Summer semester), their accounts will remain active for one (1) semester following the last day of the last semester they in which they taught. They will have full access to their Emerson Account during this time. If the faculty member does not teach at Emerson following that one (1) semester hiatus, Academic Administration will terminate their account in accordance with the policy described above for terminated employees.

Full-Time Faculty Leaves

Any faculty member who is on approved leave will have full access to their Emerson Account. At the end of their approved leave time, the account will be subject to the policies described above.

Employee Change of Department

Upon notification of an employee’s reassignment to a new department, Data Custodians (see Data Governance Policy) and Human Resources will notify administrators responsible for access controls, including IT, Business Services, Finance or other applicable departments who will modify the employee’s/third party’s access to Emerson data, electronic systems, and physical access to buildings for which they are no longer entitled and to grant access to that which they should.

The Data Custodian of the employee’s former department will instruct the employee to transfer all former department data to which they still have access. The employee must transfer all data and/or email that is required to be retained by college retention policies or by law to the appropriate individuals.

Departing Employees who are Alumni

Employees who are participants of the Alumni Email program will be permitted to retain their Emerson email address after termination, but will first have access revoked for 30 days (or for an agreed upon extension, as described above) to allow the department manager time to collect business data stored by the employee. After 30 days, the former employee’s Emerson account will be deleted and rebuilt, deleting all previously stored data, and reissued to the Alumnus per the terms of the Alumni Email program.

Extended Access for Retirees

Select retirees, as authorized by Human Resources, may be permitted to retain their Emerson email accounts and access to Emerson buildings indefinitely. Human Resources will communicate the extension of this privilege through the standard termination process. All other access to Emerson electronic systems will be revoked. For business continuity purposes, if authorized by Human Resources per the termination process, the retiree’s former supervisor will share access to the retiree’s data for 30 days (or for an agreed upon extension, as described above) after the termination date. Retiree accounts remain subject to all applicable Emerson College policies, including the Acceptable Use Policy.

Extended Access for Faculty Emeriti

Faculty Emeriti may be permitted to retain their Emerson email accounts and access to Emerson buildings indefinitely. Retiree accounts remain subject to all applicable Emerson College policies, including the Acceptable Use Policy. Please refer to Section 3 of the Faculty Handbook for all information on emeritus status.

Suspension of Account or Access

Emerson College reserves the right to terminate account access for any reason including security concerns, misconduct, or a change in service.