User Account and Eligibility

Upon activation, account holders are authorized to access resources as dictated by their role(s) membership. The following are examples and are not exhaustive, as role membership and access are distributed responsibilities shared by Campus Technology, various departments with specific software and services, and external partners who authorize access on our behalf.

• Employees 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.
• Emeriti accounts will have access to Google Workspace and self-service functionality

Authorized custom accounts will be on an as-needed basis and must be pre-approved through Campus Technology.

Superseding Policies and University Discretion

The University reserves the right to modify, suspend, restrict, or discontinue access to any technology resource, account, service, or benefit at any time as necessary to support institutional operations, information security, legal or regulatory requirements, or other legitimate University interests. Nothing in this Policy should be interpreted as creating a contractual or vested right to continued access to any University technology resource following separation from the University or a change in status. This authority was specifically discussed in relation to employee account termination and alumni access.

Where an individual holds multiple relationships with the University (for example, employee, student, alumnus/a, trustee, or volunteer), the policies applicable to the individual's current institutional role and the University's information security requirements will govern access to University systems and resources. In the event of conflicting provisions between University policies or handbooks, the policy applicable to the individual's employment or official institutional role shall control unless otherwise determined by the University.

Account Lifecycle and Inactivity

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 Separation and University Accounts

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, including email, cloud storage associated with non-shared drive documents, as well as personal network drive files (U:\ drive).

Upon separation of employment, all University-issued accounts, including email, cloud storage, network drives, and other technology resources, may be disabled or terminated in accordance with University procedures to protect institutional information and maintain system security.

• Data Ownership: All data stored on Converse University resources will remain the property of Converse University regardless of where it is stored.
• Departmental Responsibility: It is the responsibility of the affected department to ensure that all department data is not stored on the individual’s drive and is stored in the department’s shared locations.
• Individual Responsibility: It is the responsibility of the individual employee and student worker to archive personal data prior to separation.
• Personal Academic Exception: With supervisory approval, employees may be permitted prior to separation to retain copies of personal academic materials, such as dissertation drafts, research notes, or scholarly correspondence, provided such materials do not contain confidential, proprietary, regulated, or operational University information.
• Data Retrieval: Employee’s individual emails and Google Drive will be retained for 5 months after the account is disabled 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.

Alumni Email and Technology Benefits

Any email account, technology resource, or other service provided to alumni is offered as a discretionary benefit rather than a guaranteed entitlement. The University reserves the right to modify eligibility requirements, transition users to different account types, limit functionality, or discontinue such services at any time without prior notice based on institutional, operational, legal, financial, or information security considerations.

Conflicting Institutional Roles

Individuals may simultaneously hold more than one relationship with the University (e.g., employee, student, student employee, graduate assistant, alumnus/a, trustee, volunteer, or contractor). When policies governing those relationships differ, the University reserves the right to determine which policy applies based on the individual's current institutional role, business need, information security requirements, and applicable law.

For technology resources and institutional accounts, employment-related policies shall govern during employment. Upon separation of employment, employee accounts and associated access may be disabled or terminated in accordance with University procedures, regardless of any continuing relationship with the University as a student, alumnus/a, or in another capacity. Where appropriate, the University may, at its sole discretion, provide a separate account or alternative access associated with the individual's continuing relationship with the institution. Continued access to any University technology resource is a privilege, not a right, and remains subject to University discretion. This approach reflects the discussion of separating employee accounts from any alumni or student access while protecting institutional information.

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.
• These accounts are regular user accounts.
• 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.
• 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.
• Sponsors are expected to remain in contact with the account holder with periodic assessments of whether the account should be extended or not.
• Without a request from the sponsor to extend the account beyond expiration date it will be deactivated upon expiration.
• 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

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.

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.

Third-party accounts may appear in the directory at the sponsor’s request.

System Access & Policy Exceptions

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 exceptions to this policy may be submitted to Campus Technology in writing and will be reviewed on a case-by-case basis.