Network Account Creation: 9.14

ADMINISTRATIVE PROCEDURES

PURPOSE

This procedure outlines guidelines to facilitate prompt network account creation, deletion, and modification while maintaining data and network integrity.

PROCEDURE

All faculty, staff, and administrators are allocated an account to access network resources. This account is for the exclusive use of the user assigned the account and password. Sharing account information with another person is prohibited and violates the College Acceptable Use Policy.

1. General Guidelines

   To access the college computing, network, and data resources, all employees must have a network/email account. Usernames are system-generated when an employee is on-boarded by Human Resources.

   Each person must log on to access the college resources using their account.

   An employee’s supervisor or manager must request that the network account be activated for use by

   the employee. To be processed, the request must include the following:

   • the User’s Full Legal Name

   • Employee ID number

   • Department Name

   • Job Title

   • Work Phone

   • Office (Campus, Building, and Room)

   • Employee type (Full-time, part-time, temporary, contractor)

   • End Date (if the account for temporary and whether the employee is Faculty, Staff, or Contractor).

     The employee must change the default password and configure Multi-Factor Authentication (MFA) the first time they log on to the computer/network.

2. New Employees

   Network and email accounts can only be created once HR has processed all the paperwork for the new employee and has completed the data entry for that person. Network and email accounts for faculty members (Full-time and Adjuncts) are not generated until 60 days before the start date of employment.

3. Third-Party Contractors

   Requests must be submitted to OIT to create an account for a Third-Party Contractor. Third-Party Contractors must have an HCC Administrator approve this network account request. This provides an internal Point of Contact (POC) for OIT when resolving issues with these accounts. The following guidelines apply to accounts created for Third-Party Contractors:

   • Account access for third-party contractors is not to exceed one year. Contractor accounts are reviewed annually to ensure that only third parties who continue to work for the college retain access.

   • Requests for access extension must be emailed to Network Security.

   • Unless requested by the internal point of contact, access will be disabled on the date provided on the Third-Party Access Agreement form or at the end of the Fiscal Year, whichever occurs first.

   • Third-party contractor accounts cannot be created until Network Security receives all requested documentation.

   • Third-party access will not exceed 30 days if an end date is not provided on the Third-Party Access Agreement.

4. Name Changes

   Any request to change account information must be processed using approved forms from Human Resources. Name changes will result in the update to usernames and email addresses.

5. Termination/Resignation/Retirement

Accounts are disabled on the last day of employment, except for faculty whose last date of employment occurs at the end of the academic term. These accounts will be terminated two days after the end of the term to allow the faculty to enter grades.

Human Resources must approve any other requests to terminate an account.

HISTORY

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