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 which include Connecticut College's email, shared file server space, secure and unsecure networks.  All employees and students are provided Banner self-service (SSB) access, intranet (i.e., CamelWeb), print access (i.e., Papercut) and Moodle.  These eligibility standards are designed to minimize the potential exposure to Connecticut College from damages which may result from unauthorized use of Connecticut College resources. Damages may include the loss of sensitive or college confidential data, loss of intellectual property, damage to the College’s reputation, harm to critical Connecticut College internal systems, etc.  Access to the administrative systems (e.g., Banner Internet Native (INB), Blackboard, WebFocus) should be requested through the WebHelp Desk system.

2. Scope

This policy applies to all Connecticut College employees, students, emeritus, retirees, alumnus, affiliates, contractors and guests with an expressed need to connect to the Connecticut College network and other secure technology resources. This policy applies to affiliates and contractors accessing the network to do work on behalf of Connecticut College, 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) or Wi-Fi Protected Access 2 (WPA2). Your computer, router, and other equipment must use the same encryption.

“Unsecure Network” A wireless network is “unsecured” if you can access the internet using the network 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, volunteers.)

“College Contract Manager” is an employee of the College who provides funding, management and connection to an Affiliate doing work on behalf of Connecticut College.  The Contract Manager bears responsibility for the Affiliate should they misuse their access.  

“Guests” are participants in college conferences, non-college sponsored summer programs, and visitors to the college (i.e., parents, alumni, and speakers).

“Basic account and system access” allows access to the college network, email, Banner self-service (SSB), CamelWeb, and Moodle.

“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. Administrative systems include Banner, Blackboard and WebFocus.

“eduroam” (education roaming) is the secure, world-wide 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 https://www.eduroam.us/ for more information.

4. Policy

Connecticut College network access accounts (Camel Username) are provided with the assumption that use of them will be consistent with, and will not interfere with, the main purposes of the College.  All account owners must agree to abide by, in writing, the Connecticut College Appropriate Use Policy (AUP).

  1. Eligibility and Deactivation for Accounts  

1.1  Students:  All active students, including Special Day, transfer, exchange students and USCGA Cadets, will receive an account on “payment of deposit” with intent to attend the College.  Students “studying away,” SATA and “on leave” will continue to have active accounts.  

Deactivation:  Students who are “inactivated” by the Registrar or withdraw permanently from the College will have their account deactivated thirty (30) days after the end of their last semester.  

1.2  Faculty:  All faculty, including visiting, continuing part-time, head coaches and adjunct faculty, are given accounts up to thirty days prior to the start of the semester following the completion of Human Resource required paperwork.  Adjunct faculty will remain active between semesters.

Deactivation:  Faculty, including adjunct, 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.”  Dean of Faculty Office will notify AVP Enterprise and Technical Systems of terminating adjuncts by June 30th each year.  

1.3  Staff:  All staff (full-time, part-time, on-call, temporary, seasonal) are given account access up to thirty (30) days prior to the start of employment or following the completion of their employment paperwork, whichever is later.  

Deactivation:  Accounts of staff who voluntarily leave the College are deactivated thirty (30) days after their “termination effective date.” Deceased and involuntary terminations will have all access removed immediately following notification from Human Resources.

1.4 Alumni: Network accounts of graduating students are transitioned into Alumni accounts within two weeks of graduation.  Therefore they no longer have student access to the College Network.  If they are working for the College they transition to a staff or affiliate role.   Their email accounts will be transitioned to ‘alumni email’ accounts sometime during the year following graduation. Graduates email account addresses do not change.  Alumni are encouraged to use the alumni portal iModules for access to their email account.  They continue to have access to Banner self-service but not printing or Moodle.

1.5 Retired Staff & Emeriti Faculty: Emeritus faculty and retired staff retain their accounts with basic network account, g-mail access, Banner self-service and access to online journals and databases.  Emeritus faculty and retired staff do not have access to printing or Moodle.

Deactivation:  Deceased Emeriti and retired staff accounts will be removed immediately upon notification.

1.6  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 e-mail and CamelWeb.  An example of a  “contract temporary staff” is someone under contract with Kelly Services or Manpower where they are employees of the Contractor, not Connecticut College.  In accordance with the Contractor Screening Policy, the Contract Manager shall submit the approved contract to the Information Security Office.  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 the account is used in ways that are consistent with the main purposes of the College and do not interfere with the work of other members of the College community.

Affiliates do not automatically receive Banner self-service, print, Banner INB or Moodle access. College Affiliate accounts will be activated in four business days following the request and expire in six months unless their Contract Manager makes other arrangements in advance.  College Affiliate account access must be requested through the WebHelp Desk system.  Access to systems in addition to the basic access (e.g., Banner self-service, print, CamelWeb, Moodle) should be requested in the WHD ticket.  The Affiliate must sign the Administrative Systems Confidentiality Agreement.  The College Information Security Office in collaboration with the appropriate Data Steward(s) may approve special requests, based on the benefit to the College of providing an account.

1.7  Campus 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 use of these open-unsecured access points.

1.8  Guests from eduroam Participating Institutions:  Connecticut College provides secure eduroam access service to students, faculty, researchers and staff from other eduroam participating institutions.  

 

5.  Related Procedure for Internal Use

Reference: Account Provision/de-provision procedure.

6.  Network

The College’s wired and wireless networks are for the use of Connecticut College 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 does provide restricted guest access to the college network upon registration.

Please review the following policies for details of protecting information when accessing the college network and acceptable use of Connecticut College's 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-thrus, application tools reports, internal and external audits, and feedback.

7.2 Exceptions

There may be situations not covered here in which someone has a legitimate need for an account at Connecticut College.  The Information Security Office may approve special requests based on the benefit to the College of providing an account.  Exceptions should be requested in a WHD ticket

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, the Vice President of Information Services may revoke accounts for those who are neither employed nor enrolled in the College.

7.4 Related Policies

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 WebHelpDesk ticket to include Contractor’s full name, along with the Contract Manager requesting the account, 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 2017