Policy Statement

When a person is hired at Wooster, an account is created.  The employee is expected to use the account for communication, entering time, accessing systems, and connecting to the wireless network.

Account creation

Employee accounts are created automatically when required information is entered into the ERP system by human resources.  Accounts are created when the required information is present and does not wait until official start date.

Required information

• Name
• Department

Faculty and Staff Directory Accounts

Directory account names will be created using the following method for all faculty, and staff:

• First letter of (Chosen First Name) + last name
• First 2 letters of (Chosen First Name) + last name
• First 3 letters of (Chosen First Name) + last name
• First 4 letters of (Chosen First Name) + last name
• First letter of (Chosen First Name) + first letter of middle name + last name
• First letter of (Chosen First Name) + first 2 letters of middle name + last name
• First letter of (Chosen First Name) + first 3 letters of middle name + last name
• First letter of (Chosen First Name) + first 4 letters of middle name + last name

If uniqueness is not obtained at this point the account name will be decided by the IT staff. Employee accounts remain active throughout the entire employment period.  Users that require access to the ERP system will use SSO and existing credentials for access.  Users that leave the college’s employment can get their same username back if they return to employment

Account deletion and deprovisioning

IT receives notification on an employee exiting the college through a scheduled hail and farewell report.  When an employee shows up on the report the following will happen unless previous arrangements are made. If the employee is retiring, use Account transition for retirees. 

Active Directory

• The account will be disabled on either the last employment date or the date in hail and farewell, whichever is later.
  • Removes all access to systems
• The account will have an expiration date set for 28 days from the hail and farewell report date
• The account will have all legacy groups removed.
• The account will have an email auto reply set.
  • “This is no longer an active account at the College of Wooster, for assistance please contact $SUPERVISORS-EMAIL.”
• Automatically assigned groups will be removed by scheduled process
• Account will be deleted after 28 days
• Previous arrangements could include
  • Providing read and manage delegate access to the email box to the supervisor or HR.
  • Providing an account expiration beyond 28 days
    • Must include expiration date for account
  • Provide access to email services after termination date
    • Requires vice presidential approval
    • Must include an end date for access

Colleague Access

Access is disabled when the Active Directory account is disabled.