Staff and Faculty 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 resources from unauthorized access or damage and for the protection of Emerson's information assets.

Statement of Policy

Staff/Faculty Terminations: Upon learning of a staff/faculty or a third party’s termination or intended termination of employment or contract, it is the duty of the department manager of the staff member, Executive Director of Academic Administration for faculty (or, in the case of a third party, the business manager with responsibility for the contract) to notify the Director of Employment and Employee Relations in the Human Resources Department immediately of the departure or intended departure. The Director of Employment and Employee Relations will then notify the college administrators responsible for access controls, including IT, Business Services, Finance, or other applicable departments who will disable the staff/faculty/third party’s access to the network and physical access to buildings to prevent unauthorized access, effective at a time agreed upon by the Director of Employment and Employee Relations and the Director of Networking and Telecommunications or the last day of employment.

The staff/faculty/third party will have until their last day of employment or the last day of the applicable third-party contract to remove or copy their personal information or email correspondence from the college’s computers or servers to their own personal storage system. 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/ Executive Director may request from the Director of Networking and Telecommunications access to the staff/faculty/third party’s computer, electronic data storage locations, or email account for business continuity purposes. It is the manager’s/Executive Director’s responsibility to request access. Information Technology will not give access automatically. The managers/Executive Director must then copy, move or forward documents or email to the appropriate locations or accounts in accordance with the College's Record Management and Retention Policy. The managers/Executive Director may also delete any data that is not required to be kept by college retention policies or by federal or state law.

The department manager, business manager, or Executive Director has 30 days from the date of the staff/faculty/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. At the end of the 30 days, Information Technology is authorized to delete permanently all data, folders and email accounts of the terminated staff/faculty/third party from the college network.

If the Office of the General Counsel has placed a litigation hold on any staff/faculty/third party’s data and/or email, no one is allowed to alter the contents of said folders or email account 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) at the college, Information Technology will deem their account status as “Inactive.” Their accounts will remain active for one (1) semester following the last day of the last semester they did teach at the college. They will have full access to their Emerson Account and to their Emerson email account. If the faculty member does not teach at the college following that one (1) semester hiatus, the Executive Director of Academic Administration must terminate their account in accordance with the policy described above for Terminated Staff/Faculty members.

Full-time Faculty Leaves: Any faculty member who is on a college approved leave will have full access to their Emerson Account and email. At the end of their approved leave time, the account will fall under the policies described above.

Staff Change of Department: Upon notification of a staff member’s reassignment of employment to a new college department, the manager of the previous department and the manager of the new department must notify the Director of Employment and Employee Relations in the Human Resources department immediately of the change. The Director of Employment and Employee Relations will then notify the college administrators responsible for access controls, including IT, Business Services, Finance or other applicable departments who will modify the staff member’s access to the network and physical access to buildings to prevent the staff member’s unauthorized access to buildings and departmental information that they are no longer entitled and to grant access to that which they should. The Banner Data Custodian of each department should notify the Enterprise Systems team to modify said staff member’s Banner data access appropriate for the new assignment and remove that which is now not appropriate.

The manager of the staff member’s former department should ask the staff member to transfer all former departmental data to a location designated by the former department manager. If email needs to be transferred, the staff member should forward it to the appropriate individual designated by the former department manager. The staff member must transfer all data and/or email that is required to be retained by college retention policies or by law to the appropriate individuals. After transfer, the staff member must delete all data and email that is no longer needed for his/her new departmental assignment. Should a staff member fail to transfer said data or email within 7 days of his or her transfer, the former department manager shall request from the Director of Networking and Telecommunications access to the former staff member’s data and/or email. The former department manager must then transfer the departmental data or email to an appropriate location for the department’s use. After the transfer has occurred, the former department manager must notify the Director of Networking and Telecommunications that the transfer is complete and that IT can disable the temporary access to the staff member’s data or email.

Suspension of Account or Access: Emerson College reserves the right to temporarily disable or suspend any account that may pose a security risk to the college’s network or data as determined by the Director of Networking and Telecommunications. If the risk cannot be reasonably mitigated, the college reserves the right to permanently delete any account that may pose a risk to the college’s network or data.