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Access Policy

Vassar College issues an electronic credential to each individual as they join or interact with the College community. This credential is connected to an account that is used to access many Vassar services including email, financial, student, learning management, and other critical systems. This access policy outlines the rules and regulations for account creation (provisioning), account disablement (deprovisioning), and appropriate account usage, aligning Information Security requirements with ease of use for all account holders.

2.0 Purpose

The purpose of this Access Policy is to clearly establish access rules for Vassar College’s information systems.  Adhering to these rules strengthens the confidentiality, integrity, and availability of electronic assets and supports the college’s comprehensive Information Security Program.

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3.0 Scope

This policy applies to all members of the Vassar College community who are approved to access Vassar College electronic resources.  Any individual with an electronic credential, including contractors and temporary employees, is covered under this policy.

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4.0 Computer Account Access Rules

This section contains the onboarding (provisioning) and offboarding (deprovisioning) rules based on the type of constituent receiving a Vassar College electronic identification.

A list of services granted to community members is located at https://servicedesk.vassar.edu/solutions/947221-identity-and-access-management-default-services-access.portal.

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4.1 Students

Provisioning
Student accounts are created once their deposits are received or waived. For each incoming class, access to these accounts is granted in the months before the start of the Fall semester. For transfer and non-traditional students, access to these accounts is granted prior to their first semester at the college.

Deprovisioning
Graduated: Access is disabled in the month of September one full calendar year after graduation.

Withdrawn: Access is disabled seven (7) days after the withdrawal date.

Expelled: Access is disabled immediately.

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4.2 Administrators and Staff

Provisioning
Employee accounts are created after the completion of Human Resources onboarding. Access is granted no more than seven (7) days prior to the employee start date.

Deprovisioning
End of employment, including retirement: Access is disabled at midnight of the last day of employment.

Termination with cause: Access is disabled immediately.

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4.3 Faculty

Provisioning
Faculty accounts are created after the completion of Dean of Faculty and Human Resources onboarding. Access is granted no more than seven (7) days prior to the employee start date.

Deprovisioning
End of employment, including retirement: Access is disabled 30 days after the last day of employment.

Termination with cause: Access is disabled immediately.

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4.4 Other Account Types

Emeriti
Vassar College faculty members who are granted Emeritus status retain access to a limited number of services in perpetuity. These services are listed at https://servicedesk.vassar.edu/solutions/947538-identity-and-access-management-continued-access-for-emeriti.portal

Contingent Workers
Contingent Workers are treated as Administrators and Staff and follow the same rules as section 4.2.

Campus Guest
Campus Guest accounts are for those individuals who do not match the types listed in sections 4.1 - 4.3 but whose association with the college requires temporary access to Vassar College systems. Requests for these accounts must be submitted by a Vassar College representative to one of the following authorized delegates with justification for processing and approval:

Administrators, Staff: Human Resources

Faculty: Dean of Faculty

Students: Dean of Studies
Accounts are created for a maximum of one (1) year and must be renewed prior to expiration if the account needs to be retained.

Service/Role Accounts
Service and Role Accounts are specialized accounts used for automated processes, system-to-system communication, or access by multiple individuals. Requests for these accounts must be submitted in writing to the Information Security Officer for approval and are granted only when no other account option is able to meet the specified needs. Accounts do not expire but will be periodically reviewed for continued usage.

Uncategorized Accounts
Account requests that don’t match any of the listed account types above should be submitted to the Vassar College Information Security Officer for approval. Additional approval from the Chief Information Officer may be required.

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5.0 Early Access and Continued Access

Administrators, Staff, Faculty, and Students may be granted early account access or continued account access beyond the provisions in section 4.0. These requests must be submitted by a Vassar College representative to one of the following authorized delegates with justification for processing and approval:

Administrators, Staff: Human Resources

Faculty: Dean of Faculty

Students: Dean of Studies

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6.0 Non-Self Access

Vassar College abides by all laws, regulations, and contractual obligations related to the security and privacy of all digital assets.  Access to any user account by another individual is prohibited.  Exceptions due to extraordinary circumstances may be requested pursuant to section 8.0 and will be considered on a case-by-case basis.

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7.0 Deletion

User accounts and associated data are permanently deleted one year after the account is disabled.

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8.0 Exceptions

Exceptions to the policy must be requested in writing to the business unit’s Senior Officer for primary approval.  Once granted, the request must be submitted to the Vassar College Information Security Officer for final approval.  Additional approval from the Chief Information Officer or President may be required.

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Revision History

Initially Approved - May 5, 2015

Revised - June 4, 2021

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