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Access Policy

This access policy is consistent with our current best practices and will be enforced in our systems with the launch of our Identity & Access Management System (IAM), tentatively scheduled for Fall 2015.

Vassar College Access Policy

Provisioning & Deprovisioning Guidelines

Vassar College issues an identification account to each individual as they join the College community. This account is used to access email, the learning management system, perform financial transactions with the College, and serves as the basis for a Vassar ID Card and many other services. As such, the account is a privilege with its usage governed by the Vassar’s Responsible Use Policy and Password Policy. Account holders should be familiar with each of these policies.

Purpose

This policy is designed to regulate access to Vassar’s systems and information assets yet preserve the fundamental information security principles of confidentiality, data and system integrity, availability, accountability and assurance. The policy outlines requirements and best practices for the protection of Vassar’s resources.

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People Affected

All individuals and organizations accessing Vassar’s resources, including students, faculty, employees, alumnae/i, consultants, contractors, service providers and vendors.

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Person(s) responsible for developing, changing, and communicating this policy

  • Vassar’s Senior Officers
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Person(s) responsible for implementing and enforcing this policy

  • Chief Information Officer - Michael Cato
  • VP for Finance and Chief Financial Officer - Robert Walton
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Summary of Account Eligibility Rules

For Students:
Student accounts are activated once their deposits are paid or waived. Accounts are disabled when the student withdraws or one year after graduation. While active, students have access to standard resources such as computer access, email, network storage drives, Moodle, and Banner. Alumnae/i have access to Alumnae/i email.

For Faculty:
Faculty accounts are provisioned once they are hired and have completed the required HR paperwork. Full time faculty are activated on or after July 1. Part time faculty are activated on or after August 1 for the fall semester and on or after January 1 for the spring semester. While active, faculty have access to the standard resources such as computer access, email, network storage drives, Moodle, and Banner. Faculty accounts are disabled when their employment ends.
Retired Faculty who receive Emeritus status continue to have Library access, Fitness and Aquatic Center access, and email.

For Employees:
Employee accounts are provisioned once they are hired, completed the required HR paperwork, and have a start date within seven days. Employee accounts are disabled upon termination of employment. While active, employees have access to the standard resources such as computer access, email, network storage drives, and Banner.

For Sponsored Accounts:
Sponsored Accounts are provisioned once the requesting Sponsor completes the Request for a Sponsored Account, the Request is reviewed and endorsed by their Senior Officer, and the sponsored user signs the confidentiality agreement. Sponsored Accounts must be renewed annually.

While active, Sponsored Accounts have email, building and network storage access as specified and requested by the Sponsor. Sponsored Accounts are disabled when their term of appointment ends without renewal or at the request of the sponsor.

Note: For complete details on each group by status, please continue reading.

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Detailed Account Eligibility Rules

For Students:

Status – Enrolled

This status begins when the enrollment deposit is received or waived.

  • Available Resources: Including campus computer access, email, network storage, Moodle, Banner for Students and Ask Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Alumnae/i

This status begins when a student graduates.

  • Available Resources: Library Access with Alumnae/i ID Card, Alumnae/i email and Online Community/Directory. Alumnae/i will have access to their student email until September 15th of the year following their graduation.
  • Disabled Resources: Including but not limited to campus computer access, network storage, Moodle, Banner, campus door access, and the Fitness and Aquatic Center access. Alumnae/i will lose access to student email on September 16th of the year following their graduation.

Status – Former

This status begins when a student withdraws from the College without attaining a degree. This status takes effect seven days after the confirmed withdrawal date.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Visiting\Exchange Student

This status begins when the enrollment deposit is received or waived.

  • Available Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Leave

This status begins when the student is on leave from enrollment for any reason.

  • Available Resources: Including but not limited to campus computer access, email, and Banner, Moodle, network storage, and Library access.
  • Disabled Resources: Vassar ID Card including but not limited to campus door access and Fitness and Aquatic Center access.

Status – Degree Pending

This status begins when the student is on leave because their degree is pending. Examples include student who finish their requirements in December but attend the graduation ceremony in May; students who need to do some additional work to complete the degree requirements.

  • Available Resources: Including but not limited to campus computer access, email, and Banner, Moodle, network storage, and Library access.
  • Disabled Resources: Vassar ID Card including but not limited to campus door access and Fitness and Aquatic Center access.

Status – Banned

This status begins when the student has been temporarily banned from campus for all non-academic purposes.

  • Available Resources: Including but not limited to campus computer access, email, network storage, Moodle, and Banner. Building access for academic purposes is negotiated and provided through the Dean of Students office as needed.
  • Disabled Resources: Vassar ID Card including but not limited to campus door access, Fitness and Aquatic Center access.

Status – Expelled

This status begins when the student has been expelled from the College for any reason.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Deceased

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

For Faculty:

Status – Part-time Adjunct

This status begins January 1 (spring semester) or July 1 (fall semester) or later upon receipt of required new hire forms.

  • Available Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Part-time Adjunct Inactive

This status begins July 1 (spring semester) or January 16 (fall semester).

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Full-time Continuing Faculty

This status begins July 1 or later upon the receipt of required new hire forms.

  • Available Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Full-time Visiting Faculty

This status begins July 1 or later upon the receipt of required new hire forms. This status terminates on the date specified in the employment contract.

  • Available Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Voluntary Termination

This status begins on the scheduled separation date.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Involuntary Termination

This status begins immediately upon request of the Dean of the Faculty or their designee.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Emeritus

Retired Faculty members who have received Emeritus status.

  • Available Resources: Email, Vassar Emeriti ID Card, Fitness and Aquatic Center access, and Library access.
  • Disabled Resources: Including but not limited to campus computer access, network storage, Moodle, Banner, Vassar ID Card, and campus door access.

Status – Deceased

This status begins immediately upon notification by the Dean of the Faculty or their designee.

  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

For Employees (i.e. Administrators and Staff):

Status – Active

This status begins upon the receipt of required new hire forms but not more than seven days before the start date.

  • Available Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Voluntary Termination

This status begins on the scheduled separation date.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Involuntary Termination

This status begins immediately upon request of Human Resources or their designee.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status - Retiree

Retired employees.

  • Available Resources: Vassar Retiree ID Card with Library access.
  • Disabled Resources: Including but not limited to campus computer access, network storage, Moodle, Banner, Vassar ID Card, Fitness and Aquatic Center and campus door access.

Status – Deceased

This status begins immediately upon notification by Human Resources or their designee.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

For Sponsored Accounts:

Includes Agency Temps, Contractors, Consultants, Grant Funded Faculty, etc. Sponsored Accounts are provisioned once the requesting Sponsor completes the Request for a Sponsored Account, the Request is reviewed and endorsed by their Senior Officer, and the sponsored user signs the confidentiality agreement. Sponsored Accounts must be renewed annually.

While active, Sponsored Accounts have email, building and network storage access as specified and requested by the Sponsor. Sponsored Accounts are disabled when their term of appointment ends without renewal or at the request of the sponsor.

Status – Active

  • Available Resources: As requested by the Sponsor and approved by the appropriate Senior Officer. Resources may include campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.
  • Disabled Resources: All other resources not requested and approved.

Status – Inactive

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.

Status – Deceased

This status begins immediately upon notification by Human Resources or their designee.

  • Available Resources: None
  • Disabled Resources: Including but not limited to campus computer access, email, network storage, Moodle, Banner, Vassar ID Card, campus door access, Fitness and Aquatic Center access, and Library access.
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Notes

  • When multiple roles apply, access will be granted for available resources defined in each role.
  • When transitioning from one employee/faculty position to another, access for the first will cease and the second will begin on the specified date. If crossover access is needed for transitional time, sponsored access will be needed.
  • “Computer Access” includes but is not limited to lab computer access, printing, wireless access, and Citrix applications.
  • Data will be retained for one year after the loss of access and then destroyed.
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Revision History

Initially Approved - May 5, 2015

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