Account Management

Overview

Standardized management of accounts for email is critical not only to maintain clear expectations but to ensure that data is properly managed even after employees terminate employment with the college.

Purpose

Account data must be maintained with respect to security and employment standards.

Scope

The York College of Pennsylvania (YCP) Account Management Policy applies to all accounts created in the YCP and York Country Day School (YCDS) account process.

Applicable roles include, but are not limited to, the following:

• Current Employees

  • YCP Faculty

  • YCP Administration

  • YCP Staff

  • YCDS Faculty

  • YCDS Administration

  • YCDS Staff

• Retirees (YCP and YCDS)

• YCP Students

• YCP Alumni

• YCDS Students

• YCDS Alumni

Policy

The following actions will be taken for each specified role.

Account Creation (All Roles)

All account creation will be handled as stipulated by existing accounts policy and workflow determined within the YCP identity management process. YCP students holding employee status that handle sensitive data will be issued a YCP work account.

Account Username

Usernames will be limited to 20 characters. A sequential number will be appended to the end of a username to avoid the creation of duplicate accounts. Usernames will be constructed using the following format:

<first initial><lastname>

Student Worker Accounts

YCP students who are also employees of the college and are in positions that may handle sensitive data will be issued YCP work accounts that are separate from their student accounts. Work accounts will be administered and deleted the same as a YCP staff employee account. Work accounts will have _sw appended to the student's username.

Student Account Termination

YCP Students (Not Alumni): When a student loses matriculation, their account will be disabled, their password changed and will have their account data deleted after one year.

YCP Student (Alumni): The account will be transitioned to alumni status one year after graduation and will retain access to the portal and G Suite applications. Contents of home drives for students who transition to alumni status will be deleted upon transition.

YCDS Student (All): Students who leave YCDS will have their accounts disabled, their passwords changed, and their account data will be deleted after one year.

Employee Account Termination

Network accounts for all administrators and staff members, including YCP alumni, who end their employment with the college in any way, including through retirement, will have their network accounts disabled for at least one year and will have their account data deleted after one year. The employee's supervisor will decide whether or not they will have the employee's email forwarded or delegated to a staff member in his or her department. The employee's account data will be retained for one year and then deleted.

YCP Faculty Retiree

In accordance with the YCP Faculty Handbook, the account will remain fully functional at the discretion of the Provost and/or the College President.

YCDS Faculty Retiree

The account will be disabled, the password will be changed, and the account's data will be deleted after one year.

Alumni Account Termination

Alumni have the ability to request account removal. When a student transitions to Alumni, any account that is inactive for two years may be disabled and/or processed for removal.

Updated 6/12/2019