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AccessIT ID Account Separation and Account Retention Procedure

Version 1.0

Purpose

Fordham University faculty, staff, students, and student organizations, are provided with a University AccessIT ID, commonly referred to as an account or username. In some situations, the University must retain control over accounts to protect its sensitive and protected data, personally identifiable information, or when used in a communications capacity for University business.

The purpose of this procedure is to protect University business units and constituents against the improper dissemination of or continued access to sensitive and protected information.

Scope

This process and any process or policies referenced herein, shall apply to all members of the Fordham University (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked.

Account Retention and Termination Procedure

Roles determine AccessIT ID privileges. The roles described in this procedure are as follows:

  • Administrator
  • Faculty
  • Student
  • Alumni

Upon Separation from the University:

  1. Administrators (full and part-time staff, administrators, and contractors) AccessIT ID is revoked upon termination of employment with the University.
    1. If the administrator is an alumnus or a current student, the administrator is issued a new AccessIT ID.
    2. If the administrator becomes a faculty member, then they retain their account.
  2. Faculty retain their AccessIT ID upon the retirement of employment with the University (as defined in the HR Faculty Handbook)
    1. Under all other conditions of separation, Faculty will lose their AccessIT ID account.
  3. Students (full or part-time)
    1. Upon graduation or completion of at least one course, as alumni, no changes occur to students’ AccessIT IDs.
    2. Should a student become a faculty member or an administrator, they will continue to use their AccessIT ID account.
      1. Upon the last day of employment, the account used will be revoked, and they will be issued a new AccessIT ID.
  4. Alumni retain their AccessIT ID upon graduation for their lifetime.
    1. Should an alumnus become a faculty member or an administrator, they will continue to use their AccessIT ID account.
      1. Upon the last day of employment, the account used by the alumnus will be revoked, and they will be issued a new AccessIT ID.
  5. At the University’s discretion, the associated AccessIT ID email account of the employee, student, or Faculty that have been separated from the University may be permitted to have an email forwarding address for a 120-day-period with a forwarding message.
  6. Faculty who take on a permanent administrative position within the University will continue to use their then-current AccessIT ID and will become subject to the rules governing Administrator AccessIT ID accounts.

Definitions

AccessIT ID provides access to files, software, wireless, access control, payment systems throughout the University.

IT Resources include computing, networking, communications, application, and telecommunications systems, infrastructure, hardware, software, data, databases, personnel, procedures, physical facilities, cloud-based vendors, Software as a Service (SaaS) vendors, and any related materials and services.

Related Policies and Procedures

Implementation Information

Review Frequency: Annual
Responsible Person: CIO
Approved By: CIO
Approval Date: March 3, 2020

Revision History

Version: Date: Description:
1.0 03/09/2020 Initial document