Procedure 7.01.01 - Information Systems Access


Guidelines 

The following guidelines provide for normal access to IS systems for each of the categories listed below.  Deviations from normal access require written justification and must be approved by the appropriate vice president or the president.

Full Time 

Full-time employees receive a computer with e-mail access, Internet access, an office suite, and other software associated with the current full-time employee template. They also have a telephone with long distance access and voice mail. Prior to leaving employment, these employees complete a Southeastern Community College Clearance Form, which initiates the removal of their IS access.

Part-Time Regular 

Part-time regular employees are given IS access only when such access is required by their jobs.  Their data and telephone access needs are met by existing workstations or telephones, whenever possible.  For part-time regular employees to be considered for dedicated workstations or telephones, they should be employed at least 20 hours per week and spend at least 50 percent of their working time using the computer or telephone.  Also, as part of completing the IS Access Request Form, the appropriate vice president or the president must provide written justification for each IS service requested.  The services and access are provided, when approved.  Prior to leaving employment, part-time regular employees complete a Southeastern Community College Clearance Form, which initiates the removal of their IS access.

Part-Time Temporary 

Part-time temporary employees are given IS systems access only when required by their jobs.  Their data and telephone access needs are met by existing workstations or telephones, whenever possible.  Part-time temporary employees should not be granted long distance telephone access unless it is necessary for the accomplishment of their assigned tasks.  For part-time employees to be considered for dedicated workstations or telephones, they should be employed at least 20 hours per week and spend at least 50 percent of their working time using the computer or telephone.  As part of completing the IS Access Request Form, the appropriate vice president or the president must provide written justification for each IS service requested.  The services and access are provided, when approved by the appropriate vice president or the president.  These employees have network expiration dates that match their part-time contract expiration dates.  The Information Technology (IT) technicians notify the appropriate vice president or the president one month prior to the expiration date.  The contract expiration date keys the removal of the employees’ IS access unless the employee is issued a new temporary contract, or the vice president or the president requests a temporary extension to complete a new contract.

Non-Employee 

This access includes persons who are not employed by SCC but who provide services to SCC customers from the college’s location.  Generally non-employees receive no access to IS services.  However, given the mission of SCC and the college’s position of leadership in the community, there may be situations when non-employees need IS access.  Persons not employed by SCC should not receive access to the Administrative Software; rather, college employees should meet these persons’ informational needs.  Telephone access should be met through the non-employees’ wireless service, whenever possible.  As part of completing the IS Access Request Form, the vice president in charge of the employee must provide written justification for reimbursement of costs incurred for each IS service.  The vice president of administrative services approves access to IS services for all non-employees and specifies how SCC will be reimbursed for the services and how this reimbursement will take place.  Non-employees have expiration dates, which key the removal of their IS access. Non-employee access is evaluated as part of the college’s annual review. However, the supervising vice president must request removal of access from a non-employee when the access is no longer needed.

IS Object 

This group includes things such as the elevator telephone, registrar’s e-mail box, and other access that does not relate to a specific person.  Generally, SCC minimizes the number of IS Objects and creates them only when necessary for the effective and efficient operation of the college.  IS Objects that are granted access to log into network services are strongly discouraged and only used when necessary. As part of completing the IS Access Request Form, the vice president requesting the IS Object must provide written justification for each IS service. IS Object access is evaluated as part of the college’s annual review. However, the supervising vice president must request removal of access from a non-employee when the access is no longer needed.

Student 

Normally, students are provided access to network resources utilizing a generic login on the instructional laboratory computer that they are using. However, some students may require their own login and password to access the college server resources necessary for their studies. This student access is requested through the vice president of education and training. Also, all curriculum students are provided access to the college’s instructional printing control software each semester they are registered.  At the end of each semester, all student access is deleted. It is the responsibility of the vice president of education and training to inform the IT staff if a student needs his/her access removed during the semester.

Extended Absences from Work 

There are several reasons (extended sickness, temporary disability, military leave, family leave, educational, sabbatical, faculty summer off, etc.) that users may have extended absence from work. If that absence exceeds one calendar month, the user’s immediate supervisor must inform their vice president who will then request that the user’s access be disabled. The user’s network and workstation access will be temporarily disabled while leaving their email account enabled for communication purposes. The user’s immediate supervisor will inform their vice president when the user is to return, and the vice president will request that the user’s access be enabled as of that date.

Faculty that are not scheduled to work during the summer semester as part of their normal nine (9) month contract are not considered to be on an extended absence during that semester. These employees are designated as professionals and as such are expected to dispatch certain responsibilities during the summer semester that requires that their Information Systems Access stay intact.

Reviewed and Last Updated on October 19, 2020