St. Cloud State University Policies & Procedures

Technology Account Access and Management Link☍

Create PDF: Technology Account Access and Management

Current Status: Approved

Policy Type: All University

Department/Division: University

Effective Date: 08/12/2019

Last Updated: 04/04/2021

Applies To: Students, Faculty, Staff

Responsible University Officer: Deputy Chief Information Officer

Policy Owner: Deputy Chief Information Officer

Policy Contact: Chief Information Security Officer

Rationale

The purpose of this policy is to establish guidelines for St. Cloud State University technology account allocations, activations, deactivations, reactivations and/or removal.

Policy

St. Cloud State University (SCSU) accounts are to be used by students, faculty, staff, and approved volunteers while their status remains active to perform activities related to the university’s mission as outlined in the Minnesota State Acceptable Use Policy. St. Cloud State University reserves the right, at any time and without prior notice, to access, deactivate or take other appropriate actions with any university account as deemed necessary for university purposes, including but not limited to protecting data, system security, enforcing policy, or complying with law.

Procedure

Account Activation

In order to access St. Cloud State University Online Services, all students, staff and faculty must activate their StarID at the StarID Self Service site (see Supporting URLs section). Activation instructions will be provided through personal email.

Account Deactivation

Account deactivation means that the accounts (including email, file space, and other technologies) cannot be accessed by the student or employee. Student and employee accounts may be deactivated for a variety of reasons. See the Student Access and Faculty and Staff Access sections below for details.

Account Access after an Account Holder’s Death

When anyone seeks access to the accounts or files of a University student or employee who is deceased, the request will be considered on a case by case basis upon direction to the CIO or Deputy CIO. General access will never be granted but IT staff can provide limited data that can clearly be identified as data needed by the requestor. 

Account Deletion

Technology accounts and all personal files, web space, and other materials are deleted from SCSU technology services environment after remaining in a deactivated account state for 730 days. Email account and One Drive data will not be deleted, but will only be accessible to IT staff with access rights.

Account Reactivation

St. Cloud State University accounts are reactivated when a student enrolls for a current or future term or when an employee returns to active employment after their account has been deactivated. If the account has been deleted, all personal files, web space, and other materials will not be available and a new account will be created using the original StarID.

Student Access

St. Cloud State University student accounts will be deactivated 365 days after the term of last enrollment. This means that new email will not be delivered and existing email and user files will not be accessible. However, the email and files will be retained during that period and could be accessed by IT.

Special circumstances exist that would allow for an individual who is not currently enrolled to be eligible for a SCSU account. These special circumstances include, but are not limited to:

  • Students on military leave from the University. When the St. Cloud State University Office of Records and Registration (AS 118) receives notice from a student that he/she is called to active duty, the student’s record is flagged, indicating that he/she is on active duty for a specified amount of time. The technology accounts will remain active for that period of time.
  • St. Cloud Technical and Community College students living in St. Cloud State University residence halls, but not enrolled at SCSU. These students are required to have a SCSU account to access ResNet, and are therefore assessed the St. Cloud State University technology fee to cover associated costs. The student’s enrollment at St. Cloud Technical and Community College is verified.

Other special circumstances or requests for extension require that an advisor, faculty member, or other university employee submit an online Request for Extension form (See Information Technology Exceptions and Extensions in the Supporting URLs section).

In some cases, a student’s SCSU technology accounts may be temporarily deactivated for violation of University policy or Student Code of Conduct. Requests to deactivate a student’s StarID account following a violation, or reactivate the account after a sanction or suspension has been served, must be sent by a Student Life and Development administrative authority to the Information Technology Services Security Department.

Faculty and Staff Access

When there has been a change in the status of an employee, such as position change or separation, it is the responsibility of the supervisor to adjust access accordingly. Supervisors will only be able to remove access to Minnesota State software systems using the Minnesota State eservices system (see Supporting URLs). All other access changes such as requesting new access or altering an employee’s permissions or access level will require assistance from a system or software administrator. If supervisors are uncertain who the system or software administrator is, they should contact IT for assistance. Supervisors shall also contact IT about editing or removing access to any St. Cloud State University built software/system. Access to SCSU and third party software/systems shall be reviewed though a bi-annual audit.

Appointment End:  For faculty, such as an adjunct or fixed term non-probationary faculty, whose work assignment has ended and have not separated, the account will be deactivated and all technology services ended 120 days after the end of last work assignment. For staff and administrators whose work assignment has ended and have not separated, the account will be deactivated and all technology services ended 45 days after the end of last assignment. The account and all associated, personal files, web space, and other materials will be deactivated for 365 days before deletion. Requests to keep the account and services active beyond policy should be made to Human Resources.  

Position Reassignment:  When faculty or staff take a different position within the University, the supervisor shall, upon the employee’s last day in the position, terminate access to systems which the employee will not need in their new position. The new supervisor may establish access for the new position as needed.

Separation - Resignation and Retirement:  For faculty or staff who separate (resign or retire), the account will be deactivated and all technology services will be expired after the last day of employment and/or after the end of last assignment. Requests to keep the account and services active beyond policy for those who resign from SCSU must be directed to Human Resources. 

Faculty or staff who retire from SCSU may seek to keep St. Cloud State University technology services as an emeritus. Nominations for emeritus appointment originate in the employee’s home department or administrative area. For more information, refer to the Emeriti Policy (see Related St. Cloud State University Policies section).

Termination (involuntary):  For faculty or staff who separate involuntarily, the account will be deactivated and all technology services will be expired immediately upon termination. All requests and conversations related to involuntary termination should be directed to Human Resources. Human Resources will work with the supervisor and appropriate parties to determine course of action.  

Sabbatical/Leave of Absence:  Faculty or staff in this employment status remain employees of St. Cloud State University; therefore, the SCSU technology access privileges remain unchanged, unless a change is specifically requested to Human Resources. 

Learning Management Platforms: Faculty who use a learning management platform (such as D2L Brightspace) provided by St. Cloud State University or Minnesota State do not relinquish ownership of syllabi and course materials by uploading them into the system. St. Cloud State University staff may need to access the course on rare occasions. Examples include situations where a department, discipline or program need data to document compliance with accreditation standards or licensure requirements. In addition, if a faculty member is unexpectedly unable to complete their responsibilities, the university must access their materials in the learning management platform in order to assist students in completing the course(s).

When an individual has been contacted by St. Cloud State University to serve as a faculty member, including a future adjunct appointment, there may be circumstances when these individuals want to build a course in an approved learning management platform prior to the start of the term.  If access is being sought for course outlines and/or syllabi created by the department, rather than an individual faculty member, this can be facilitated with appropriate authorization by the Dean with authority over the course. If the course materials were created by an individual faculty member, access may be granted with approval of both the faculty member and the Dean with authority over the course. If the faculty member denies access, the department can provide course outlines and a request for the current course syllabus may be made through university administration according to Minnesota State Board Policy 3.22.

Keywords

email, file space, software

Related St. Cloud State University Policies

Supporting URLs

Contacts

Responsible University Officer
   Thorson, Philip J.
   Deputy Chief Information Officer
 
pthorson@StCloudState.edu
320-308-2065
Owner
   Thorson, Philip J.
   Deputy Chief Information Officer
 
pthorson@StCloudState.edu
320-308-2065
Contact
   Hanson, Eric J.
   Chief Information Security Officer
 
ejhanson1@stcloudstate.edu
320-308-3091

To make a comment or suggest changes to this policy:

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Non-St. Cloud State Users: Email comments to policy@stcloudstate.edu