1. Access to all accounts and logins to College information systems will be ended at the close of a staff member’s last day of employment. If the staff supervisor requests, specific account and login access may be continued for a short period of time. This extension is normally for purposes of transition in the staff position.

2. The Email accounts of departing staff will be disabled on the last day of employment unless the staff supervisor requests forwarding of that email or account access delegation to another staff member. If such a request is made, the IT Department will reset the email password, set an out-of-office message on the person’s account and the email may be forwarded or delegated to another account for 90 days. After 90 days, the account will be disabled. Departing employees are entitled to a separate “username@alumni.hartwick.edu” account if they graduated from Hartwick College.

3. The College will retain ownership and custody of the information in its systems and associated with the accounts and logins of the departing staff member. Examples include social media accounts, WordPress, Maxient, ReportExec, Target X, and any other software application affiliated with Hartwick College.

4. Staff leaving College employment are no longer entitled to institutional software licenses such as Microsoft Office, SPSS, and Adobe products.

5. The IT Department will make available to the staff supervisor access to the electronic files stored in association with accounts that had been assigned to the departing staff member.

6. The staff supervisor will instruct the IT Department as to whether those files should be made accessible to a new or different staff member.

7. The accumulated emails of the departing staff member will be secured and retained by the IT Department for a period of six months. During this period, the supervisor will be granted access to those emails upon request. At the end of six months, they will be deleted.

8. The staff supervisor is responsible for arranging and assuring that computers, monitors, College-issued cell phones, and any other IT equipment are collected and secured when the staff member departs.

9. The President may grant exceptions to allow departed staff to retain their hartwick.edu account for a specified period. This is normally to facilitate continuing contact through a change of key personnel. The exception should be directed in writing to the Executive Director of Information Technology.

1. Access to accounts and logins to College information systems will be ended at the close of a faculty member’s last day of employment.

2. With the approval of the Vice President for Academic Affairs, accounts and logins for some systems will be retained. These exceptions are normally for the ongoing College work of a retiring professor.

3. Retiring faculty retain the use of their College email account, as specified by the faculty manual.

4. Retiring faculty retain account permissions necessary for continued borrowing privileges at the College Library.

5. Faculty leaving College employment are no longer entitled to institutional software licenses such as Microsoft Office, SPSS, and Adobe products. This loss of access is required by the license terms and conditions of the companies owning those products.

6. The College will retain ownership and custody of the information in its administrative systems and associated with the accounts and logins of the departing faculty member. Examples include grades and other academic records, advising and guidance records in Navigate, PathwayPlanner, and other information systems.

7. Copies of files pertaining to instructional and research activities may be made and removed by faculty from College systems by their last day of employment.

Canceled Students

1. All canceled student network accounts will be deleted.
2. All canceled student Gmail accounts will be deleted.

Withdrawn Students

1. All withdrawn student network accounts will be disabled.
2. All withdrawn student Gmail accounts will be disabled.

Graduated Students

1. All graduated student network accounts will be disabled approximately 1 week after graduation.
2. Graduated student Gmail accounts will remain active for 1 year after graduation. At that time, the account will be disabled unless the student requests a permanent alumni account. Upon request, a graduated student’s Gmail account will be renamed username@alumni.hartwick.edu

**Policy authorized by the Hartwick College President and Senior Leadership Team.