Title: Network ID and Account Expiration Policy
Approved by: Office of the President
Date approved by President or Board of Trustees: April 8, 2010
Effective date: April 8, 2010
Responsible Official: UTech Security and Policy
Responsible University Office: UTech Security and Policy
Revision History: 3
Related legislation and University policies: Acceptable Use of Information Technology (AUP), Human Resources Policy II-1 Employee Classification and Status, Human Resources Policy II-12 Termination of Employment, Human Resources Procedure II-12a CWRU Termination of Employment, CWRU HIPAA Research and Privacy Board Policy
Review Period: 3 Years
Date of Last Review: July 26, 2024
Relates to: Faculty, Staff, Students, Alumni, affiliate account holders
Summary:
This policy defines user access to computing and information technology resources for the Case Western Reserve University community. The policy also defines account closure policy to assure compliance with applicable federal regulations and internal University policies.
Purpose:
User access to the University's information technology resources is a privilege. Global access to CWRU information technology resources is primarily granted via an active CWRU Network Account (CWRU Network ID). Network Accounts are granted to individuals who have a valid relationship between themselves and the University.
Upon cessation of the primary relationship between an individual and the University, CWRU UTech shall prom
- Upon termination of employment, CWRU Network Accounts shall be suspended as of the employee's last work day or termination date. If the last work day or termination date are different, the earliest date shall be applicable. When circumstances require immediate termination of employee accounts, the Early Account Closure Procedure will be used.
- Upon termination of enrollment status, CWRU Network Accounts for students shall be suspended within 180 days of disenrollment.
- Disenrollment is defined as a change from 'activated' academic status to either "administratively withdrawn, completed, dismissal, discontinued, or suspended".
- If a student graduates, their academic status changes to "completed" and their account should be transferred to the Alumni affiliation status within 30 days of graduation.
- Affiliate accounts shall be suspended immediately upon:
- Notification for closure by the sponsor of the affiliate (relationship with the University has ended).
- Termination of employment by the sponsor.
- On an annual basis, which requires the sponsor to refresh the account status.
- On occasion a terminated employee is also an enrolled student, faculty member or a University alumnus. In the case of a terminated employee holding multiple concurrent relationships, the Early Account Closure Procedure will be used.
Definitions:
Valid relationships are defined as:
Employer-Employee (e.g. staff, faculty)
Defined by receipt of salary, benefits, faculty appointment letter, emeritus status, etc.
Completed: When a student has completed an academic program.
Institution-Student (e.g. students)
Defined by enrollment status (at least part-time)
Institution-Affiliates (e.g. alumni, contractors, temporary access accounts, research associate at another university, students in a pre-admit status, etc.)
Defined by an approved sponsorship by an individual with an Employer-Employee relationship.
Various subcategories of user account types are within the operational rules of these distinct relationships, and some overlap between these relationships exists. For this reason, a valid relationship is based upon the primary relationship.
Activated Status: When a student has matriculated and is an active student in an academic program. Also applies to non-degree students.
Administratively Withdrawn: When a student is withdrawn for administrative reasons.
Completed: When a student has completed an academic program.
Discontinued: When a student discontinues attendance.
Dismissal: When a student is dismissed from an academic program by the University.
Suspended: When a student discontinues attendance.
Termination: When the employee-employer relationship has been severed.