Account Access Change Control Policy

Version 1.1

For Students, Faculty, Staff, Guests, Alumni


The purpose of this policy is to define IT Resources account access modifications for entities affiliated with the University.


This IT policy, and all policies referenced herein, shall apply to all members of the University community, including faculty, students, administrators, staff, authorized guests, delegates, and independent contractors (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.

Policy Statement

  • Authorized parties may deem it necessary to modify an individual’s account access due to a qualifying event. Qualifying events include, but are not limited to:
    • Change in role/position within the University department
    • Transfer to another University department
    • Retirement
    • Non-working Leave of Absence (LOA)
    • Employee’s job duties no longer require access to certain services or environments.
  • Suppose an entity’s status requires a change in account access. In that case, it is the responsibility of the managing supervisor (or higher) to notify Human Resources and IT Service Desk to alter account access to pertinent systems.


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 Triennial
Responsible Person Senior Director of IT Security and Assurance
Approved By CISO
Approval Date March 1, 2017

Revision History

1.0 07/28/2016 Initial policy
1.0.1 03/01/2017 Grammatical changes only. No change to policy.
1.0.2 5/22/2018 Updated scope, disclaimer, definitions
1.0.3 05/22/2019 Updated related policies
1.0.4 03/12/2020 Updated related policies and changed the name of the policy for clarity
  06/22/2021 Reviewed with no changes
1.1 09/08/2023 Updated scope and policy disclaimer

Policy Disclaimer Statement

Deviations from policies, procedures, or guidelines published and approved by Information Security and Assurance (ISA) will only be considered cooperatively between ISA and the requesting entity with sufficient notice to allow for conducting appropriate risk analysis, documentation, review, and notification to authorized University representatives where necessary. Failure to adhere to ISA written policies may be met with University sanctions up to and including dismissal.

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