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An account consists of an identity in the form of a username, a password that must be known only to the account owner, and additional associated factors used in multi-factor authentication where required. Account passwords must be unique, never used for any other purpose or account, and meet specific complexity requirements.

Information Technology Services (ITS) administers all user accounts. Questions or support issues related to accounts should be communicated to the ITS Help Desk at helpdesk@oxy.edu.

Account Maintenance and Security

In the event of an information security incident or other situation involving a suspected account compromise, ITS may require the account owner to change their password or other authentication methods. In certain circumstances ITS may suspend the account until it can be verified as secure.

Account holders are able to change their password at any time by using myaccount.microsoft.com, which includes password complexity requirements:

• 8 or more characters
• Characters from 3 or more of these categories
  • Upper case
  • Lower case
  • Digits
  • Special characters

Account Closure

Unless subject to an established preservation order as outlined in the Policy on Acceptable Use, online accounts will be closed according to the procedures outlined below.

Faculty and Staff Accounts

Staff accounts are closed following the last day of active employment, as determined by the Office of Human Resources. Faculty accounts are closed six semesters after the last day of teaching unless exceptions are requested by the Dean’s Office. Accounts and their associated data are permanently deleted one year after their closure date. It is the responsibility of the account holder and/or their department to ensure that all relevant College data be transferred prior to account closure.

Requests for the continuation of accounts are considered on an individual basis and must be made in advance of their closure date. 

Student Accounts

Student accounts are closed one year after graduation or last attendance and are permanently deleted one year after closing. 

Alumployees

Students or Alumni who become employees will be given a new account for employee purposes. The individual must not use their previous Student / Alumni account for any employee related activities including email, calendaring, and storing of any data.

Contractor and/or Affiliate Accounts

The accounts used by contractors and affiliates are closed upon termination of the relationship with the College or the contract associated with the work needs. It is the responsibility of the department working with the Contractor to notify ITS of the contract’s end or when personnel changes occur to prevent unauthorized access.

ITS is responsible for managing employee and student access to applications, servers, and network resources. These include college owned computers, Google Workspace, Microsoft 365, Banner, file shares, and many other departmental applications. Our goal is to maintain a secure environment while granting employees and students access to needed resources.

Schedule for Account Management

All Â鶹ƵµÀaccounts of terminated employees and departed students will be disabled and/or removed from our systems following the schedule indicated in the account lifecycle table below. 

Access to Â鶹ƵµÀServices

Access to Â鶹ƵµÀservices also cease when email accounts are deactivated. This includes access to Google Workspace, Microsoft 365, Zoom, Canvas and any other services that you currently access using your Â鶹ƵµÀcredentials. For Faculty and Students who have left the college but whose accounts remain open for a period, access to certain applications may be revoked pursuant to license terms. If the departing individual has installed any software licensed to Â鶹ƵµÀon their own device they must adhere to the terms of the software licensing agreement. Software vendors such as Microsoft require that the software be removed if the individual is no longer an active employee or enrolled student of the college.

Departing Student Worker Accounts

The supervisor of the student worker is responsible for notifying ITS within 24 hours when a student’s employment ends. Upon receipt of the notification, the student worker account will be locked and their permissions will be removed.

Account Disablement and Transition

Upon account disablement, emails to that address will bounce with a generic message. A custom out of office message can be put in place for 90 days. Google data belonging to former employees or students will become read only. Files shared with current users should be copied into a current user’s account before the account is deleted, at which point the files may be unrecoverable.