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5.03.001.003 Network and Email Account Creation and Retention

Category: FINANCE FACILITIES AND TECHNOLOGY
Section: COMPUTER AND TECHNICAL RESOURCES
Policy: Computer and Technical Resources
Approved: 11/19/2015
Approved By: President's Staff

This procedure defines how network accounts, which provide access to the Community College of Beaver County (CCBC) computer resources, are provisioned, and maintained for CCBC’s faculty, staff and students.  These services include but are not limited to email, printing services, file sharing, and access to software applications. Use of these services is provided for educational/academic/administrative purposes and must conform to all current CCBC policies and procedures.

Account Types
 

Student

Student accounts are created for all full-time and part-time students registered in for credit courses only.  Student accounts are available to students who are currently enrolled at the College only.  Student accounts provide network access, access to the College’s wireless network, use of a College email account and the use of printing services. 

Student accounts and their associated email mailboxes are created automatically when a student first applies to CCBC. Accounts for students who are not currently registered at CCBC are disabled and will be deleted.  Should a student reenroll at CCBC, a new account and email mailbox are created. 

Full-Time Faculty and Full-Time Staff Accounts

Accounts are created for all full-time College faculty and staff.  Full-time faculty and staff accounts provide network access, access to a College email account access to the College’s wireless network, unlimited network data storage and the use of printing services.  Access to other College applications and services are granted on an as needed basis and in accordance with all other College policies and procedures. 

Full-time faculty and staff accounts, along with their associated email mailboxes and network storage accounts are created with the IT Help Desk staff once they have been informed of a new hire by Human Resources.  Once CCBC Human Resources informs IT that a full-time faculty or staff member is no longer affiliated with the College, that member’s account is then disabled, and their network account, network storage and email will be deleted. 

Part-Time Faculty and Staff

Accounts for part-time faculty and staff are available only to part-time faculty and staff currently employed by the College. Part-time faculty and staff accounts provide network access, access to a college email account and access to the College’s wireless network and the use of printing services. 

Part-time faculty and staff accounts and their associated email mailboxes and network storage accounts are created by the IT Help Desk staff once Human Resources have informed them of a new hire.  IT and Human Resources will evaluate part-time faculty and staff accounts at regular intervals to determine the current status.  If it is determined that a part-time faculty or staff member is no longer affiliated with the College, his or her account will be disabled, their email box and network storage will be deleted. 

Retirees 

Retirees of the College will be granted network access in accordance with Institutional Procedure 5.03.001.009 - Retiree College Privileges. 

Service Accounts

Service accounts are created for specific function and are neither associated with an individual, nor do they have a network login.  Examples of service accounts are those created for the IT Help Desk (helpdesk@ccbc.edu), and Financial Aid (Financial.Aid@ccbc.edu).  Service accounts are created by IT when requested by an authorized individual from one of the College’s functional areas. These accounts will remain active until the requestor of the account or another authorized individual requests that they be deleted. 

Email Storage Quotas

In order to ensure that the College’s resources are used efficiently these storage quotas and retention levels are effect for the use of the College’s email system:

 

Mailbox group

Mail box
Quota

Online
Archive
Quota

Deleted Item
Retention
(Days)

Sent Item
Retention
(Days)

Recoverable
Folder
Retention
(Days)

Maximum
Retention
(Days)

Administrators

5000MB

5000MB

90

90

90

180

Full-Time Faculty

5000MB

5000MB

90

90

90

180

Full-Time Staff

5000MB

5000MB

90

90

90

180

Part-Time Faculty

1000Mb

NA

90

90

90

180

Part-Time Staff

1000Mb

NA

90

90

90

180

Students

500MB

NA

90

90

90

180

 

Note 1                 Size of deleted items and sent items are included in mailbox quotas 

Note 2                 Local PST files are not included in quotas and retention