Access Policy

    Title:  Access Policy
    Effective Date:     October 2012
    Issuing Authority:  Information Technology
    Program Coordinators:  Director of IT and Libraries
    Last Updated: October 2012

    Purpose of Policy

    This policy governs the use of the St. Olaf computing systems and networks.  St. Olaf College has adopted this policy to safeguard the college’s investments and data and to comply with various regulatory agencies.

    Scope

    This policy applies to the use of the St. Olaf computing systems and networks.

    Policy

    All St. Olaf students, faculty, and staff are granted computer user accounts and privileges during their association with the college.  Visiting scholars, affiliate employees, registered volunteers and short-term guests may be granted a subset of these privileges.  With the exception of faculty emeriti, all computing privileges are terminated at the time the association with the college ends.  In all cases in which continued computer access is granted IT reserves the right to limit the amount of access and type of service provided.  Wireless network access to the Internet is available to campus guests.

    All users must keep their account password confidential and not share it with others. Users should never log someone else in to their account or use another person’s username and password. Passwords are the user’s responsibility and they will be held accountable for activities within their account and activities associated with their username and password.

    No one may use St. Olaf computers or network for profit-making ventures.  Use of the St Olaf computers or networks for processing credit cards is strictly prohibited.

    Privileges

    St. Olaf users may be granted all or a subset of the following privileges:

    • Access to St. Olaf computers (and local drive storage)
    • Email
    • Internet Access
    • Printing
    • Network file storage
    • Applications

    Student Access

    St. Olaf students are eligible for full computing privileges at the time of the first deposit payment.  Students computing privileges are terminated at the following events:

    Termination of Student Access:

    Graduation Continued accounts and user privileges for a maximum of 4 months with possible limitations on access and service
     Leave of Absence  Students taking a leave of absence from St. Olaf may apply for special continuance of their computer user accounts and privileges through the Dean of Students Office.
     Leaving the College  Accounts and e-mail privileges are terminated on the last day of enrollment in St. Olaf courses.

     Faculty and Staff Access and Terminations

    Faculty and staff access are granted full computing privileges upon confirmation of employment by Human Resources.  Faculty emeriti accounts do not terminate at the time of retirement, although there may be possible limitations on access and service.

    Termination of Faculty and Staff Accounts:

    Term and Guest Faculty and other faculty who leave the College  Accounts and user privileges terminate on the last day of employment.  Special continued access for a period not to exceed three months may be granted upon request and authorization from their Associate Dean.
    Staff Terminations, Retirements, Resignations  Accounts and user privileges terminate on the last day of employment.
     Permanent Part Time Faculty and Academic Staff (e.g., Coaches)  Termination dates are determined by the Provost’s Office.  Faculty and staff who report through the Dean’s Office and who are regularly re-appointed may maintain access to St. Olaf systems with authorization from the Provost’s Office.

    Special Access and Termination

    Affiliate Employees Affiliate employees are granted access to e-mail and shared drive space. Affiliate employees include Bon Appétit employees, faculty and staff from other campuses working on collaborative projects, temporary employees, trainers, etc.  Access is ended immediately upon termination of employment with affiliate organization or end of association with the College.
    Short Term Guests Short term guests have access to the Internet through the St. Olaf guest wireless network.  In addition, contractors, conference and workshop attendees may be granted access to e-mail, desktop computers, or networked drives upon the request of the campus sponsor.  In special cases contractors or consultants may be given access to the business systems upon request of the appropriate authority for each application and upon receipt of a signed copy of the St. Olaf Vendor Privacy form.  Access will be limited and will terminate on the last day of the sponsored event or activity.  Conference and workshop attendee access is a fee-based service.
    Registered Guests Sponsoring offices may request local drive and shared drive space access for registered volunteers. No e-mail or personal drive space access is permitted.  The sponsoring office must present a copy of the signed Volunteer Registration form before access is granted.
     Visiting Students and Scholars Sponsoring office may request e-mail and personal drive space access.  Access rights are terminated at the end of the visit.