Inactivation of Access to Information Technology Systems for Terminating Employees (Procedure 7.0200)
|Based on board policy number and Florida Statutes:
||F.S. 1001.64; 1001.65; Seminole State Policy 1.020 College Policies 7.010, 7.020
|Date of Review:
||05/09; 08/11; 03/2012
To define and outline the procedure for the timely inactivation of access to the College's information technology systems as it relates to employees who are terminating their employment or have breaks in service with the College.
Account - Refers to the computer access account, which is established for each person who is provided with access to the College's information technology systems.
Locked - The information technology system account is considered locked when it is no longer available to the user in any capacity.
Employee Roles - Refers to the computer access provided to employees in order for them to accomplish their duties and responsibilities.
Instructor Roles - Refers to the computer access provided to employees who teach students.
Student Roles -Refers to the computer access available to students of the College. Employees who are students of the College are provided with student roles in addition to any employee roles they might be provided in order to accomplish their duties and responsibilities.
- Notification to the Human Resources Office (HR) of employee terminations. Supervisors are required to notify HR when employees are terminating their employment with the College.
- Full-time Employees - The employee termination notification to HR occurs through the receipt of employee resignation letters, supervisor recommendations for non-renewal of employee contracts, supervisor recommendations for employee dismissals, etc.
- Part-Time Employees - The employee termination notification occurs through the receipt of supervisor emails to HR, employee resignation letters, supervisor recommendations for employee dismissals, etc.
- In addition, as a secondary measure, in order to ensure that HR is aware of terminations or breaks in service of part-time employees, HR monitors the dates that employees are last paid. This is accomplished through the review of monthly reports from the HR database. Part-time employees are allowed to stay in active employment status for up to four months beyond their last date paid; however, their access to the information technology systems is disabled within two months of their last date paid as indicated below. Part-time employees are allowed to stay in active employment status for up to four months beyond their last date paid because part-time employees, such as adjunct faculty, often have short breaks in service based upon the academic terms for which they are employed. HR enters the termination information in the Human Resources computer database when part-time employees have not been paid for more than four months.
- Notification to the Computer and Telecommunication Systems department (CTS) of employee terminations.
- HR notifies CTS, through the College's electronic mail system, of employee terminations within two business days of receiving the termination notice or of making the determination of by the method of monitoring when part-time employees were last paid, as indicated above. Sometimes CTS is also made aware of employee terminations through notices received directly from supervisors.
- Inactivation of Employee Access to the College's Information Technology Systems
- Within two business days of receiving notice of employee terminations, CTS reviews the computer access accounts to determine if the accounts can be locked or whether access roles need to be removed.
- On a weekly basis, CTS monitors the dates that employees were last paid. CTS analyzes the computer access of part-time employees who have not been paid for more than two months. CTS reviews the computer access accounts for these employees to determine if the accounts can be locked or whether access roles need to be removed.
- CTS determines what changes need to be made regarding access to the College's information technology systems by following these steps:
- Determine whether the employee accounts have Student Roles. If so, the student role accounts remain active, but all employee roles (except Instructor Roles, if they exist) are removed. Therefore, terminating employees who are students of the college are allowed computer access only through their Student Roles and, if applicable, their Instructor Roles.
- Determine whether the employee accounts have Instructor Roles. If so, the Instructor Role accounts remain active until two business days after the posted grade due date for the current academic term. This allows the terminating employees with Instructor Roles time to enter the student grades into the computer system. By two business days from the day grades are due, access to the portal (MySeminoleState) and PeopleSoft will be terminated.
- A risk assessment was conducted and based on this assessment it was determined that instructor access to email, the learning management system (instructor access to their individual online course designs), and the Subweb system (instructor access to their individual College websites, which are used by students to obtain the course syllabus, etc.) will remain active for an extended six months. This extension is being allowed because instructional personnel are rehired on a frequent basis. Terminating their access to e-mail, the learning management system, and the Subweb system is disruptive to providing services to students.
- If the employees do not have Student Roles or Instructor Roles, the employee accounts are locked within two business days of receiving the notification.
- Evidence of Timely Inactivation of Access to the College's Information Technology Systems a) CTS maintains records that show evidence of the timely inactivation of employee access to the information technology systems. This is accomplished through a database tracking system.
||President, E. Ann McGee