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Policy on Changing and Terminating Accounts

July 6, 2011

The policy on changing and terminating accounts is posted in the UNH Online Policy Manual (OLPM) at http://www.usnh.edu/olpm/UNH/VI.Prop/F.htm#4, section 4.5.) It becomes effective July 1, 2011.

The “change form” referenced in section 4.5.2 of this policy is found at accounts.unh.edu; under "IT Accounts" select "Account Modification Form." 

The policy states:

4.5   Changing and terminating accounts. Permissions to access university information technology resources will be changed promptly and appropriately when the legitimate and approved business need changes, and accounts will be disabled or terminated immediately when they are no longer needed for legitimate and approved business needs.

4.5.1   Permissions for access to university information technology resources will be granted based on legitimate and approved business needs under the guidance from data stewards. Where approval criteria is not established, a minimum of VP and CIO approval is required.

4.5.2   Supervisors will submit a change form to IT when an employee's responsibilities or employment status change in a manner that also changes their legitimate business need to access IT Systems.

4.5.3   UNH IT will monitor job status as documented in Banner HR.

4.5.4   UNH Human Resources will notify UNH Information Technology when it becomes aware of non-routine changes in employment such as leave of absence, termination or administrative leave, and will monitor for planned reduction in force (RIF) through periodic reports and notify IT of such planned RIFs.

4.5.5   When notified, IT will contact the appropriate supervisor to determine the disposition of the employee's access to IT systems. Information technology will maintain procedures to respond and modify access rights, and/or disable/terminate accounts without delay. Accounts and access rights for employees who are relieved of their duties, fired or whose employment is changed or modified under similar adverse or unexpected conditions will be disabled or terminated immediately.

4.5.6   Situations that are not covered by this policy or where there is question about whether an employee's account or access rights should be changed or terminated will be brought to the attention of the UNH Information Security Officer for guidance.

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