Account Management Policy

1.0 Purpose

Elon University network accounts provide access and accountability for University information resource usage. The creation, control, and monitoring of all network accounts is crucial to giving clients secure access to Elon University electronic resources. This policy defines a standard and consistent set of procedures and criteria with respect to the creation, administration, and termination of network accounts at Elon University. This account administration and management process is required to ensure optimal use of resources while maintaining network security.

2.0 Scope

The Elon University Account Management Policy applies equally to all individuals with authorized access to any university electronic information resources.

3.0 Policy

All faculty, staff, student, and non-paid employee accounts are automatically created once the appropriate Human Resources forms are complete. All Elon University accounts must be uniquely identifiable with an assigned user name. All default passwords for accounts must be constructed in accordance with the Elon University Password Policy.

3.1 Types of Accounts

The Office of Instructional and Campus Technologies at Elon University administrates multiple computing accounts. The types of accounts include, but are not limited to:

  • OnTrack
  • Email
  • Moodle
  • Wireless
  • Phoenix Card
  • Library Services
  • Door Access
  • Document Storage

3.2 Eligibility Rules

The following individuals are eligible to obtain at least one computer account:

  • Student applicants
  • Currently enrolled students
  • Current employees
  • Alumni
  • Emeritus Faculty/Staff
  • Non-paid employees (Some eligible individuals who work on campus or are affiliated with Elon, but are not paid by the university, include volunteers, visiting professors, contractors, spouses, dependents, retirees, some religious life staff, volunteer coaches)
    • Certain visitors who may request guest accounts
    • Departments and organizations

Individuals may have multiple accounts assigned to them. The type of account for which an individual is eligible will be based on individual’s primary role in association with the University. If an individual has more than one role, then the primary role will be determined based on the following order of precedence (i.e., employee is the highest):

  1. Employee
  2. Student
  3. Emeritus
  4. Retiree
  5. Alumni
  6. Others (Affiliate, Guest)

3.3 Default Account Assignment

  • Student Applicants – each applicant of Elon University is assigned access to the following service:
    • OnTrack
  • Registered Students – Upon admittance to Elon University, each student is assigned access to the following services:
    • Email
    • Moodle
    • Phoenix Card
    • Wireless
    • Document Storage
    • Library Services
    • Door Access
    • Colleague
    • OnTrack
  • Employees – Upon employment, each faculty and staff member is assigned access to the following services:
    • Email
    • Moodle
    • Phoenix Card
    • Wireless
    • Document Storage
    • Library Services
    • Door Access
    • Colleague
    • OnTrack
  • Emeritus/Retired Faculty and Staff – Each emeritus faculty or staff member is given access to the following services upon retirement:
    • Email
    • Wireless
  • Alumni – Each student is given access to the following services upon graduation:
    • Email (indefinitely)
    • Moodle (for first five (5) years)
    • Non-paid Employees – Approval is needed for access to any aforementioned services.

3.4 Shared or Departmental Accounts

In rare circumstances, "Shared" or “Departmental” accounts (those assigned to and used by members of an organization) will be created in support of activities directly associated with University functions. For more details please see Shared or Departmental Account Policy (Coming Soon!).

3.5 Guest Accounts for Wireless Access

Temporary guest accounts that provide wireless network connections may be issued to visitors. For more details please see Guest Account Policy.

3.6 Account Disabling and Termination

The following outlines Elon University’s procedure for the disabling and termination of computing accounts:

Employee resignation or retirement: When faculty or staff members resign or retire their accounts are disabled after thirty (30) days and deleted after sixty (60) days following their resignation or retirement.

Terminated employees: When the university terminates faculty or staff employment, accounts are disabled immediately upon termination and deleted thirty (30) days following termination.

Emeritus/Retired employees: Emeritus/Retired faculty and staff receive email account privileges indefinitely.

Adjunct faculty: Adjunct faculty’s computing accounts will remain active as long as they are teaching. If they discontinue teaching for a period of twelve (12) months after their last semester, their accounts and all associated files will be deleted.

Non-paid employees: All computing accounts and all associated files are immediately deleted following their termination or resignation.

Discontinuing students: Student computing accounts will remain active as long as the student is enrolled. If they are not enrolled for a period of six (6) months after their last semester, their accounts and all associated files will be deleted, except for OnTrack, which will remain active for a period of one (1) year.

Graduating students: All alumni will retain their email accounts indefinitely.

Computer abuse sanction: If the relevant university office (e.g., VP of Student Life, VP of Academic Affairs, Human Resources, CIO) determines that computer account abuse necessitates loss of computing account privileges, accounts are disabled immediately. For more information please see Acceptable Usage Policy.

4.0 Service

All special accounts created must have an associated request and approval that is appropriate for the Elon University system or service.

Updated December 2014
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