Policies & Procedures

1. Creating access for Professionals:
   1. New users complete the New User Information Form to request an initial LancerNet account (including network, portal and e-mail access).
   2. Administrative account access will be created in accordance with the Administrative Account Access Procedure.
   3. For other access contact (via work order, phone, e-mail or in person) User Support Services and indicate what access is needed.
2. Creating access for Learners
   1. LancerNet accounts will be created in advance.
   2. Access to the Unix server will be created on an as needed basis.
   3. For other access contact User Support Services and indicate what access is needed.

II. CREATING ACCESS FOR NOT LONGWOOD AFFILIATED USERS

Access to IT resources and systems can be requested for not Longwood affiliated users through the following procedures:

1. Initial requests: The requesting university office should complete the IT Resources and Systems Access Request Form (Exception) (pdf). This includes naming a sponsor that is a Longwood University professional willing to assume responsibility for the account's use and the user's adherence to University policies.
2. Renewals: Access granted for not Longwood affiliated users may be renewed by the sponsor by resubmitting the IT Resources and Systems Access Request Form (Exception) (pdf).

III. TERMINATING ACCESS FOR LONGWOOD AFFILIATED USERS

1. Communication regarding the termination of access for Professionals:
   1. The Human Resources Office will be responsible for communication regarding the termination of access for faculty and staff.
   2. The Longwood University Foundation's Chief Financial Officer (CFO) or his or her designee will be responsible for communication regarding termination of access for Foundation employees.
   3. The Budget Manager for Academic Affairs or his or her designee will be responsible for communication regarding termination of access for any faculty whose status cannot be confirmed by the Human Resources Office due to the nature of the position.
2. Termination of access for professionals
   1. Involuntary Termination:
      1. The Human Resources Office, Foundation CFO or Budget Manager for Academic Affairs will notify the Information Security Office via phone on or before the effective date of the involuntary termination to have access disabled.
      2. The Human Resources Office, Foundation CFO or Budget Manager for Academic Affairs must subsequently follow-up with ITS in writing or via e-mail on or before the effective date to have the access terminated.
      3. Termination of access will occur no later than the effective date.
   2. Voluntary Termination
      1. The Human Resources Office, Foundation CFO or Budget Manager for Academic Affairs will notify ITS in writing or via e-mail on or before the effective date of the voluntary termination to have access terminated.
      2. Termination of access will occur no later than the effective date.
   3. Suspension
      1. The Human Resources Office, Foundation CFO or Budget Manager for Academic Affairs, as soon as they complete a review of any suspension action to be taken and deem the professional a security risk, will notify the Information Security Office in writing or via e-mail to have access suspended.
      2. The Human Resources Office, the Foundation CFO or the Budget Manager for Academic Affairs will notify the Information Security Office again when access is to be reinstated.
      3. Access will remain suspended from the effective date until notification is received to reinstate it.
   4. Retirement
      1. The Human Resources Office, Foundation CFO or Budget Manager for Academic Affairs will notify ITS in writing or via e-mail on or before the effective date of the retirement.
      2. Termination of access will occur no later than the effective date.
      3. Individuals whose retirement is reported by the Human Resources Office will retain e-mail and portal access.
   5. Account Inactivity: Access granted to professionals will be terminated after a period of 12 months of account inactivity.
3. Revalidating access for professionals upon position change
   1. The Human Resources Office, Foundation CFO or Budget Manager for Academic Affairs will notify the Information Security Office in writing or via e-mail on or before the effective date of the re-allocation, transfer or job function change.
   2. The Information Security Office will notify the user's previous manager that a re-allocation, transfer or job function change has been identified and that the user must have his or her access re-validated by the appropriate data owner(s).
   3. Revalidation by the data owner(s) will occur within five business days after the effective date or access will be suspended until the revalidation process is complete.
4. Terminating access for learners
   1. Withdrawal, Graduation, Academic Suspension, etc.: All access is removed when the appropriate notification is received via the enterprise resource planning (ERP) system. Termination of access will occur on or before the effective date.
   2. Work Study Termination
      1. For any access granted to learners as part of their employment by the University, the department secretary will notify the Information Security Office in writing or via e-mail on or before the effective date of the termination. However, the department supervisor will ultimately be responsible for ensuring that this notification is sent. 
      2. Termination of the work study related access will occur no later than the effective date.
   3. Work Study Access Expiration: Access granted for learners as part of their employment by the University will be terminated no later than the end of each academic year, after graduation day.
   4. Account Inactivity: Academic Unix server access for learners will be reviewed every six months for inactivity and will result in subsequent removal of inactive accounts.
   5. Immediate Suspension
      1. The Office of Vice President for Student Affairs will notify the Information Security Office in writing or via e-mail on or before the effective date of the suspension.
      2. The Office of Vice President for Student Affairs will notify the Information Security Office again when access is to be reinstated.
      3. Access will remain suspended from the effective date until notification is received to reinstate it.

IV. TERMINATING ACCESS FOR NOT LONGWOOD AFFILIATED USERS

1. Expiration: Access for not Longwood affiliated users will be terminated on the date indicated on the IT Resources and Systems Access Request Form (Exception) (pdf), unless renewed.
2. Termination: Sponsors are responsible for notifying the Information Security Office should a not Longwood affiliated user leave before the set expiration indicated on the IT Resources and Systems Access Request Form (Exception) (pdf).

Approved by the Board of Visitors, September 7, 2002
Revised and approved by the Board of Visitors, April 1, 2005.
Revised and approved by the Board of Visitors, September 15, 2006.
Revised and approved by the Board of Visitors, September 12, 2008.
Revised and approved by the Board of Visitors, September 14, 2012.

Updated the referenced Policy number, October, 2023