Eligibility for Network System Access Policy
1. Purpose
The purpose of this policy is to define eligibility standards for network system access and authorization for access to basic system resources; these include Â鶹´«Ã½Ó³»'s email, shared file server space, secure and unsecure networks. All employees and students are provided access to the software and services needed to work, study and do research. These eligibility standards are designed to minimize the potential exposure to Â鶹´«Ã½Ó³» from damages that may result from unauthorized use of Â鶹´«Ã½Ó³» resources. Damages may include the loss of sensitive or college confidential data, loss of intellectual property, damage to the College’s reputation, and harm to critical Â鶹´«Ã½Ó³» internal systems. Access to all administrative systems should be requested through the IT Service Desk Ticketing system.
2. Scope
This policy applies to all Â鶹´«Ã½Ó³» employees, students, emeritus, retirees, alumni, affiliates, contractors and guests with an express need to connect to the Â鶹´«Ã½Ó³» network and other secure technology resources. This policy applies to affiliates and contractors accessing the network to do work on behalf of Â鶹´«Ã½Ó³», including reading or sending email and viewing intranet web resources.
3. Definitions and Authority
“Secure Network” uses encryption to secure the wireless network from intruders. There are two main types of encryption available for this purpose: Wi-Fi Protected Access (WPA) and Wi-Fi Protected Access 2 (WPA2). Computers, routers and other equipment must use the same encryption.
“Unsecure Network” A wireless network is “unsecured” if it can be used to access the internet without entering a password or network key. For example, a “hotspot” is a wireless network that is open and available for the public to use.
“College Affiliate” or “Contractor” is someone officially attached or connected to the College who is not a student or employee (e.g., contractors, vendors, interns, temporary staffing or volunteers).
“College Contract Manager” is an employee of the College who provides funding, management and connection to an Affiliate doing work on behalf of Â鶹´«Ã½Ó³». The Contract Manager bears responsibility for the Affiliate should they misuse their access.
“Guests” are participants in college conferences, non-College-sponsored summer programs or visitors to the College (i.e., parents, alumni or speakers).
“Basic account and system access” allows access to the College network, email, storage, and other systems and resources.
“Administrative systems access” allows access to the College administrative network, and College business–related systems. This level of access requires signature acceptance of the Confidentiality Agreement.
“eduroam” (education roaming) is the secure, worldwide roaming access service developed for the international research and education community. Eduroam allows students, researchers and staff from participating institutions to obtain Internet connectivity across campus and when visiting other participating institutions. See for more information.
4. Policy
Â鶹´«Ã½Ó³» network access accounts (Camel Username) are provided with the assumption that use will be consistent, and will not interfere, with the main purposes of the College. All account owners must electronically sign the Â鶹´«Ã½Ó³» Appropriate Use Policy (AUP).
- Access and Deactivation for Accounts
| Category | Access |
Deactivation |
|---|---|---|
| Faculty - full time, visiting |
All faculty, including visiting, continuing part time and head coaches are given accounts up to 30 days prior to the start of the semester following the completion of required Human Resources paperwork. |
Faculty who leave the College will retain network, Banner self-service, CamelWeb, Moodle and email access for twelve (12) months following their job record termination date. Access to all other systems including library resources, will end on the termination date. |
| Faculty - Adjunct | Adjunct faculty are given accounts up to 30 days prior to the start of the semester following the completion of required Human Resource paperwork. Will retain access between semesters if the teaching contract is continuing | Access varies and is determined by the Office of the Dean of Faculty, who will notify L&IT of terminating adjuncts by June 30 each year. |
| Faculty - Emeritus |
Emeritus faculty retain their network accounts with basic network access, email, Banner self-service and access to library resources. Emeritus faculty do not have access to printing or Moodle. |
Accounts of deceased Emeriti will be removed immediately upon notification. |
| Staff | All staff (full-time, part-time, on-call, temporary, seasonal) are given account access up to 30 days prior to the start of employment or following the completion of their employment paperwork, whichever is later. | Accounts of staff who voluntarily leave the College are deactivated 30 days after their termination effective date. Deceased and involuntary terminations will have all access removed immediately following notification from Human Resources. |
| Staff - Retired | Retired staff retain their network accounts with basic network access, email, Banner self-service and access to library resources. Retired staff do not have access to printing or Moodle. | Accounts of deceased retired staff will be removed immediately upon notification |
| Students | All active students, including special day, transfer, and exchange students as well as USCGA cadets, will receive an account on payment of deposit with intent to attend the College. Students studying away, or on leave will continue to have active accounts, provided they access their account on a regular basis |
Students who are inactivated by the registrar or withdraw permanently from the College prior to graduating will have their account deactivated 30 days after the end of their last semester. |
| Alumni | Access to Gmail, Banner Self Service | Network and email accounts of graduating students will be deactivated on December 31st of their graduation year. |
| College Affiliate |
College Affiliates (e.g., contractors, contract temporary staff, interns) may have a legitimate need for secure network access and authentication to basic system resources such as email and CamelWeb. An example of “contract temporary staff” is someone under contract with Follet, Hartford Health, Kelly Services or Manpower, whereby they are employees of the Contractor, not Â鶹´«Ã½Ó³». In accordance with the Contractor Screening Policy. The Contract Manager is responsible for establishing the identity of the individual for whom the access is being requested. The Contract Manager is responsible for ensuring that the account is used in ways that are consistent with the main purposes of the College. Affiliates do not automatically receive Banner self-service, print, Banner Admin or Moodle access. College Affiliate accounts will be activated within four business days following the request and expire in twelve months. College Affiliate account access must be requested through the ticketing system. The Affiliate must sign the Administrative Systems Confidentiality Agreement. |
Affiliate accounts must be renewed annually. Accounts automatically disable after one year or at the end of the contract. |
| Guests |
Guests are provided unsecure network access. Guests who stay in College residence halls during the summer may also access the Internet through an unsecured wireless connection in the residence hall rooms. Non-College-sponsored summer programs and visitors to the College may use the internet via unsecured wireless access throughout campus. The Guest wireless is accessible after required registration using a valid email account. The College assumes no liability for the guest’s use of these open-unsecured access points. |
Access is limited to the duration of the stay. Guest wifi credentials are valid for two weeks. |
| Guests from eduroam Participating Institutions |
Â鶹´«Ã½Ó³» provides secure eduroam access service to students, faculty, researchers and staff from other eduroam participating institutions. |
Any accounts are subject to be locked out after six months of inactivity.
5. Related Procedure for Internal Use
Reference:
6. Network
The College’s wired and wireless networks are for the use of Â鶹´«Ã½Ó³» students, faculty, and staff. However, with Information Security Office permission and Contract Manager sponsorship, affiliates who are working for the College may be granted secure access to the Internet via the college network. The College provides restricted guest access to the College network upon registration.
Please review the following policy, which provides details on protecting information when accessing the College network, and on acceptable use of the College network:
7. Policy Compliance
7.1 Compliance Measurement
The Information Security Office will verify compliance to this policy through various methods, including but not limited to periodic walk-throughs, application tools reports, internal and external audits, and feedback.
7.2 Exceptions
There may be situations not covered in this document in which someone has a legitimate need for an account at Â鶹´«Ã½Ó³». The Information Security Office may approve special requests based on the benefit to the College of providing an account. Exceptions should be requested through the IT Service Desk ticketing system.
7.3 Non-Compliance
Use of an account in ways that are not consistent with the main purposes of the College, or that interfere with the work of other members of the College community, may be revoked, following the usual disciplinary processes of the College for students, faculty and staff. For all others, including those who are neither employed by nor enrolled at the College, the Vice President forInformation Services may revoke accounts.
7.4 Related Policies
- Appropriate Use Policy
- Administrative Systems Confidentiality Agreement
8. Process
College Affiliate/Contractor Secure Access:
Requests for College affiliate access to the secure network and Internet should be forwarded to the Information Security Office via the IT Service Desk ticketing system.Requests must include the Contractor’s full name, the name of the Contract Manager requesting the account, the Contractors’ Camel Number, the start and expiration dates for the account, and the Contract Manager on campus who will be responsible for supervising the account.
July 2026