ROWAN UNIVERSITY POLICY
Title: Separated and Retiring Employee Offboarding Policy
Subject: Information Resources and Technology
Policy No: IRT:2018:05
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer
Responsible Officer:
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Vice President for Information Resources and Technology and Chief Technology Officer
Date Adopted: 08/07/2018
Last Revision:
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01/
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07/
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2022
Last Review:
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01/07/
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2022
I. PURPOSE
This policy is intended to outline and define offboarding expectations relating to network Rowan NetID accounts and other related systems and services for Employees employees resigning, retiring, or otherwise separating from the University.
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Under the direction of the President, the Chief Information Officer and the Director of Chief Information Security Officer shall ensure compliance with this policy. The Vice Presidents, Deans, and other members of management will implement this policy in their respective areas.
III. APPLICABILITY
This policy applies to all
Employeesemployees of Rowan University who are resigning, retiring, or otherwise separating in good standing with Rowan University. The specific offboarding policy defined in section V of this document will be based on the
Employee’semployee’s last active position as defined in Banner. In the event an
Employeeemployee is not in good standing at the time of the separation, a separate offboarding process will be initiated in accordance with Human Resources and Information Resources & Technology procedures.
This policy is retroactive and will supersede any previous agreements, policies and procedures relating to employees who have resigned, retired, or have otherwise separated from the University.
For the purposes of this document,
Employeesemployees are classified as either:
Emeriti/ae which includes retired or retiring
Facultyfaculty with an
Emeritusemeritus/a designation.
Separated
Employeesemployees which includes all other individuals resigning, retiring, or otherwise separating from the University. This includes, but may not be limited to faculty, staff, and/or administrators.
Any conflicts regarding this policy will be resolved at the discretion of Human Resources and Information Resources & Technology.
This policy may be changed at any time without notice.
IV. DEFINITIONS
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Refer to the Rowan University Technology Terms and Definitions for terms and definitions that are used in this policy.
V. POLICY POLICY
Primary Resources:
NetworkRowan NetID Accounts, Email Addresses, Home Directories
Emeriti/ae are entitled to maintain their Rowan
NetworkNetID Account,
Email Addressemail address, and
Home Directoryhome directory contents indefinitely if the following criterion is met:
Members of this population must reaffirm their intent to maintain their Rowan
NetworkNetID Account every 180 days on https://
id
Separated
Employeesemployees are eligible to maintain their Rowan
NetworkNetID Account,
Email Addressemail address, and
Home Directoryhome directory for a duration based on their designation at the time of separation:
- Adjuncts or
Adjuncts or 3/4
Time Facultytime facultymay maintain access to primary resources if:
The user has an active teaching contract recorded in Banner.
The user is assigned to teach a future course in Banner.
does
If the adjunctor 3/4 time faculty do not have an active teaching contract recorded in Banner or is not assigned to teach a future course in Banner, the adjunct or 3/4
timetime faculty will maintain access to primary resources for365 days after the
lastdate of
active employment as recordedseparation which is recorded as the personnel date in Banner.
Lecturers, tenured and tenure track faculty, staff and administrators are not eligible to maintain any primary resources after the date of separation which is recorded as the personnel date in Banner.
Any population not explicitly defined in V.1.b.i or V.1.b.ii of this document will adhere to the policy defined in section V.1.b.ii.
- Adjuncts or
Secondary Resources: Library Resources, Google Apps, etc.
Emeriti/ae will retain access to most services and resources provided by Rowan University when not in conflict with licensing or policy restrictions or as defined in III.
A of1 of this document.
Separated
Employeesemployees will lose access to all systems and services provided by Rowan University according to the timeline defined in V.
A1.b of this document. Systems and services include, but are not limited to: Library Resources, VPN Access, Google Apps, and Microsoft O365.
Sensitive Resources:
Emeriti/ae and Separated Employees will lose access to services or systems that contain or handle Rowan University data that is classified as Confidential, Private or Internal. Access to these resources will be revoked after the last date of employment (as recorded in Banner, including any accrued leave time) or by request of the Information Security Office, Human Resources, or business unit supervisor in order to protect Rowan University data. This revocation will be handled based on the regulations that the business unit is adhering to, upon request from the supervisor, or as defined in III.
A of1 of this document.
Exceptions to the Policy
Separated
Employeesemployees may request
ana temporary account extension of no greater than 60 days if an Employee is in accordance with III.
A1 of this document. This request must be approved by the Information Security Office (ISO) and the
Separated Employee’sseparated employee’s direct supervisor. All requests must be received no fewer than 7 days before the date of separation
to https://support.rowan.eduin the Rowan Support Portal.
Separated employees with concerns on how their specific affiliation at the university may be incorrect can request that this be reviewed by contacting Human Resources. Any changes to a separated employee’s affiliation with the university will be reviewed and implemented by Human Resources.
Retired Employees who are still completing academic work for the university will need to be sponsored by the Provost as an affiliate of the university. Once sponsored as an affiliate, the Provost is responsible for ensuring that the affiliate is informed of all university policies.
By Direction of the CIO:
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Mira Lalovic-Hand,
SVP and Chief Information Officer