Converse automatically authorizes a user account for any individual with an official affiliation as an employee, as identified by Human Resources, Emeriti, alumni, and admitted and registered students, as identified by the Registrar. Eligibility based on affiliation outlined below; however, exceptions may be considered upon request by contacting Campus Technology. Affiliations are defined as:
1. Student: An individual currently enrolled in classes at Converse University either on campus or online
2. Employee: An individual identified by human resources as a faculty, adjunct, or staff member
3. Emeriti: A former faculty member awarded emeriti status as defined by the University Provost
4. Alumni: An individual that has graduated from Converse
Upon activation, account holders are authorized to access resources as dictated by their role(s) membership. The following are examples and not exhaustive as roles, membership and access are a distributed responsibility shared by Campus Technology, various departments with specific
software and services, as well as external partners who authorize on our behalf. 1. Employees, Emeriti, student workers, approved third-party contractors, and student accounts will have access to Google Workspace, file shares with appropriate quotas, wireless and wired network access, Office 365, Library Services, LMS, and self-service functionality.
2. Alumni accounts will have access to Google Workspace and self-service functionality 3. Authorized custom accounts will be on an as needed basis and must be pre-approved through Campus Technology.
All inactive accounts, those accounts not being accessed for logging in to a device or email, will be disabled after 180 days of inactivity and deleted after 270 days of inactivity.
Employee and student worker user accounts will be completely deleted due to, but not limited to, separation of employment, retirement, or extended leave. This will result in the deletion of data, to include email, cloud storage associated with non-shared drive documents, as well as personal network drive files (U:\ drive).
1. All data stored on Converse University resources will remain the property of Converse University.
2. It is the responsibility of the affected department to ensure that all department data is not stored under the individual’s drive and is stored in the department’s shared locations. 3. It is the responsibility of the individual employee and student worker to archive personal data prior to separation
4. Employee’s individual emails and documents will be retained for 5 months after account deletion and may be available for retrieval. Departments may contact Campus
Technology to initiate recovery. We cannot guarantee recovery of individual files. Retrieval is dependent on management approval and capacity.
Third-party Contractor and special use accounts:
An individual who is not entitled to an account through a Converse affiliation identified above but who is affiliated with the university through sponsored activities by a current university employee may be granted a third-party vendor or contractor account.
Third-party accounts must be requested and sponsored by a current faculty or staff member. The sponsor must specify an initial desired expiration date of one year or less as part of the request.
1. These accounts are regular user accounts
2. It is the sponsor’s responsibility to request that the account be deactivated when the account holder no longer requires account privileges for which the account was required. 3. Sponsors will request access to the account by submitting a new hire form on behalf of the third party. The sponsor’s eligibility will be verified.
4. Sponsors are expected to remain in contact with the account holder with periodic assessments of whether the account should be extended or not.
5. Without a request from the sponsor to extend the account beyond the expiration date, it will be deactivated upon expiration.
6. Sponsors are responsible for taking reasonable steps to ensure that the account holder uses their account responsibly and in accordance with university policies. If there are recognized problems with the account, Campus Technology will contact the sponsor.
Directory listings
1. Faculty and Staff accounts are listed by default in the university directory on the public website with information provided by Human Resources or the Registrar. Information included will be email address, professional title, office phone number, office location, and department.
2. Students will be listed in the student directory on my.converse.edu and Google Workspace and will have the option to suppress their information through the Registrar’s Office.
3. Third-party accounts may appear in the directory at the sponsor’s request
To access restricted systems, services, or facilities, the account holder or sponsor must request authorization from the relevant data owner who will contact Campus Technology for final approval. Requests for exception to this policy may be submitted to Campus Technology in writing and will be reviewed on a case-by-case basis.