Policies, Procedures, Guidelines, and Forms
Account Deletion Procedures
Faculty and Staff Accounts
Southern Oregon University grants many accounts including an email account to all employees while they are employed at SOU. To ensure the security of campus information systems all accounts will be deleted on an employee's last day of work. Refer to IT Departing Employee Information Form for details on the types of accounts involved.
- All network, email and other system accounts and files will be deleted at the close of business on the employee's last day with the University. Users must notify Information Technology if they change departments so IT can move their accounts and grant them the appropriate authorizations.
- Exceptions to account deletion policies may be granted with Department Head approval to allow for continuation of ongoing business.
- IT does not provide any support for converting GroupWise email messages to other systems.
- Retired faculty/staff in good standing may be granted a lifetime campus Network and email account, or may request that email be forwarded to a personal email account for a limited period of time.
- Retired faculty/staff accounts need to be renewed every year. IT will send an email and U.S mail requesting renewal application to retired faculty/staff 30 days before the accounts would be disabled. If renewal request is received after the accounts have been deleted, IT will create a new account, but old email and files may not be recoverable.
- If retired faculty/staff require access to shared folders in their departments, IT needs permission from the department head. IT will move retired faculty/staff accounts along with their F: drive to a new network context used for retired personnel.
- Blackboard courses will be kept for a minimum of one year.
- Long distance calling cards and authorization codes will be disabled the last day of work.
- Cell phones remain the property of the department and should be turned in to the office manager.
- No voice mail access will be provided. Exceptions may be granted with Department Head approval to allow for continuation of ongoing business.
Student Employee Accounts
- Staff accounts are issued to student employees only when it is a requirement of their job. Requirements include needing access to Department shared folders, and accounts or authorizations to use Department specific systems or software. If these things are not required student employees may use their student account.
- Student employee accounts will be set to expire on the first day of the fall term. Accounts will be deleted 30 days after the beginning of the Fall Term (schedule will coincide with Fall purge of regular student accounts). Prior to the Fall purge date, Departments must notify IT by sending an email request to the Faculty & Staff Help Desk identifying student employee accounts that they want re-enabled... If requests are received after the accounts have been deleted, IT will create new accounts, but old email and files may not be recoverable.
Generic Accounts
- Occasionally Departments utilize accounts that are not issued to a person. For accounts in this category passwords will be set to expire on the first day of the fall term. A new password must be set by the person who originally requested the account setup.
