Account Separation and Account Retention Procedure

Version 1.2

For Students, Faculty, Staff, Guests, Alumni

Purpose

Fordham University faculty, staff, students, and student organizations, are provided with a Fordham username. In some situations, the University must retain control over accounts to protect Fordham Sensitive and Fordham 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 Fordham Sensitive and Fordham Protected information.

Scope

This process and any process or policies referenced herein shall apply to all members of 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 account 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): Fordham username is revoked upon termination of employment with the University.
    • If the administrator is an alumnus or a current student, the administrator is automatically issued a new Fordham username
  2. Faculty (full or part-time): Fordham username is revoked upon termination of employment with the University
    • In the case of full-time Faculty retiring in good standing, Faculty may request approval from the Office of the Provost to have their current username retained or a new username created.
  3. Students (full or part-time):
    • Upon graduation or completion of at least one course as an alumnus, no changes occur to students’ Fordham usernames.
    • Should a student become a faculty member or an administrator, they will continue to use their Fordham username.
    • Upon the last day of employment, the account used will be revoked, and they will be issued a new Fordham username.
  4. Alumni retain their Fordham username upon graduation for their lifetime.
    • Should an alumnus become a faculty member or an administrator, they will continue to use their Fordham username.
    • Upon the last day of employment, the account used by the alumnus will be revoked, and they will be issued a new Fordham username.
  5. At the University’s discretion, the associated Fordham username email account of the employee, student, or faculty that has 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 Fordham username and will become subject to the rules governing Administrator accounts.
  7. Administrators who vacate their primary administrative role and continue to be employed in a full or part-time faculty role retain their account.

Definitions

Fordham username provides access to files, software, wireless, access control, and 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 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
1.1 09/14/2022 Updated policy statement with Fordham Username
1.2 10/14/2022 Updated policy statement

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