ITS Policies & Procedures

ITS / Policies / Eligibility for Accounts Policy

Eligibility for Accounts Policy

Policy #:	LFC.ITS.4
Date:	11/14/2023
Author:	LFC ITS
Version:	2.0
Status:	Approved

Table of Content:

Overview
1. Purpose
2. Scope
3. Students/Alumni
4. Employees
5. Guests
Related Policies

OVERVIEW

Lake Forest College provides computing accounts (UserIDs) to persons who have a current or future official status with the College that requires the use of College electronic resources (henceforth “e-resources.) These accounts are extended with the assumption that use of them will be consistent with, and will not interfere with, the main purposes of the College – the academic work of the faculty and students, and the effective support of the academic mission by staff and administration. Use of an account in ways that are not consistent with these efforts, or that interfere with the work of other members of the College community, may be revoked as outlined in the Acceptable Use of Electronic Resources Policy.
Computing accounts are both provisioned and disabled based on official status, which in turn is based on data entered or modified in Lake Forest College administrative software platforms by the relevant personnel in the office responsible for the individual’s onboarding. For students, this is Admissions. For employees, it is Human Resources. Information Technology Services (ITS) is responsible for the automated processes which generate these accounts, and managing employee and student access to applications, servers, network, and telecommunication resources. This includes Outlook email, Microsoft OneDrive and the Office 365 applications, Microsoft Teams, Jenzabar, and others. The goal is to maintain a secure environment while granting employees and students access to the resources that they need and to terminate access when that need no longer exists. The sections below include descriptions of user roles, when eligibility starts and ends, and the default set of services available to each role.

1. PURPOSE

The specific goals in publishing this Policy are to:

Set appropriate expectations for incoming and exiting students, staff, faculty, and other guests.
Identify role-based access to various College electronic systems.
Ensure regulatory compliance by setting clear policies regarding proper data disposal

2. SCOPE

This Policy applies to all members of the Lake Forest College community who receive access to E-resources. This includes faculty, staff, students, alumni, interns, student employees, contracted and temporary workers, hired consultants, and other guests.

3. STUDENTS/ALUMNI

Official status with the College is initially established by Admissions through an automated process after a prospective student officially accepts their offer letter. Incoming students receive emails from their Admissions contact with their UserID and instructions on registering for Multi-Factor Authentication (MFA) and accessing College e-resources. After degree-seeking activities have begun, official status is controlled by the Office of the Dean of Students and the UserID remains active until the student either graduates or withdraws; studying abroad does not affect its status. Students who withdraw from the College will have their account deleted at the end of their last enrolled semester. Alumni UserIDs remain active for up to six months following graduation, presuming the account is active (email checked at least every two weeks.)

4. EMPLOYEES

Official status for all employees – whether full-time, part-time, and temporary or contract – is controlled by Human Resources. HR authorizes the creation of all new UserIDs by creating onboarding requests in Jenzabar containing the information provided by the hiring department. For new hires, ITS systems generate College UserIDs and grants default access to most e-resources. ITS notifies hiring supervisors by email once the new hire’s UserID is created. The email will include UserID information, explain the access granted, and provide pointers to additional information and/or assistance. The hiring supervisor should communicate this information to the new hire as soon as possible. Hiring supervisors may communicate requests for elevated privileges or additional access to other e-resources via Service Desk tickets, which will be reviewed by ITS and approved if appropriate. UserIDs are disabled at the end of an employee’s last workday with the College, except in the case of faculty emeriti, who retain access to Lake Forest College email for life. Exceptions to this policy for other employees – typically to support the continuity of work for a business unit – can be arranged with prior approval from HR, the VP of the division, and the CIO, but must be accompanied by a plan to retrieve necessary files, messages, or other work from the account and include an access termination date not beyond ninety days from the date of said request, when the account will be permanently disabled.

5. GUESTS

Contractors, consultants, interns, and other guests may obtain temporary access to the College e-resources under certain circumstances. Such requests should be submitted via Service Desk ticket at least five business days in advance by a sponsoring director or their designee. Such access shall be terminated upon the person’s last workday with the College. If such work will be intermittent and the use case supports it, a UserID or other access for a guest may be disabled while they are not actively working, and then the account or access shall be reenabled later when such work resumes.

RELATED POLICIES:

Acceptable Use of E-Resources Policy
Information Security Policy
Password Policy
Privacy Policy
Student, Faculty, and Staff Handbooks

Document Control:

Entry#:	Date	Version	Notes
1	2014	1.0	Portions of this policy existed previously in the college’s “Email Policy”
2	11/14/2023	2.0	Rewritten policy, submitted for review
3	12/07/2023	2.0	Reviewed and approved by the LITS Advisory Committee
4	01/03/2024	2.0	Reviewed and approved by the Senior Leadership Team