User Account Policy

Purpose

The purpose of this policy is to provide guidance about how California College of the Arts will manage accounts on systems operated by Educational Technology Services, including, but not limited to, electronic mail systems, academic and administrative file servers, and administrative databases (e.g., Datatel).

User Account Privileges & Responsibilities

Protection of Account Information
Under no circumstances should an account holder share or disclose hir login and password to anyone else, including other departmental staff, faculty, or students. Educational Technology Services will never ask an account holder for their username and password. If you receive an email message claiming to be from ETS asking for this or any other confidential information, do not respond. Giving out your password will compromise your account, leaving CCA vulnerable to many serious liabilities. Any account that has been compromised in this manner will have its password immediately locked without warning. To re-enable their accounts the users will have to physically present themselves at the CCA Helpdesk with either CCA or State-issued picture identification.

One Account Per Person
An individual may have multiple accounts of different types, but only a single account of any given type (e.g., a user may have a Mail account and a Windows account, but may not have more than one Mail account). * Exception: Alumni who become staff will automatically receive a new CCA email account for staff use only.

Confidential Student Information & Legal Requirements

Any account holder with access to student information will make themselves aware of, and comply with, all State and Federal laws regarding student information (e.g., FERPA).

Monitoring of Electronic Communication

 CCA holds as core values the principles of academic freedom and free expression. In consideration of these principles, CCA will not monitor the content of electronic communications of its employees in most instances, nor will it examine the content of employee electronic communications or other employee electronic files stored on its systems except under certain circumstances. In this context, "electronic communications" includes telephone communications, Internet usage, phone messages, e-mail, and computer files traversing the college's network or stored on college equipment.

No user should have any expectation of privacy in any message, file, image, or data created, sent, retrieved, or received by use of the college's equipment and/or access. CCA has the right to monitor any and all aspects of CCA owned computer systems and to do so at any time, without notice, and without the user's permission. The policy applies to all CCA employees, faculty, and students.

Examples of when monitoring and/or review may occur include, but are not limited to, the following circumstances:

  • communications or files targeted by orders of a court of law or requested in accord with the Federal Freedom of Information Act.
  • supervisor and/or internal audit review of college telephone system long-distance call records.
  • electronic communications or files that have been inadvertently exposed to technical staff that are operating in good faith to resolve technical problems. When technical staff inadvertently see or hear potentially illegal content in communications or files, they are required to report what they have seen or heard to appropriate authorities. Otherwise, the college expects technical staff to treat inadvertently encountered electronic communications and files of college employees as confidential and not subject to disclosure to anyone.
  • routine administrative functions, such as security tests of computing systems, including password testing by system administrators to identify guessable passwords, and investigations of attempted access into systems by unauthorized persons (system administrators and other technical staff will not access employees' electronic communications or files while performing these functions).
  • for security purposes ETS may scan documents to ensure that private information is not unduly compromised.
  • situations such as the following two examples will be specifically reviewed by and approved by the Director of Human Resources.
    • an investigation into allegations of violations of law or policy
    • an urgent need for access to college business documents when an employee is unavailable

More specialized services offered by ETS, such as the administrative database (Datatel Colleague), and the Library catalog may have their own more specific policies regarding issuance, use, privacy and expiration of accounts which should take precedence over these more general policies.

Accounts for students, staff, and faculty are generated only after all contract, hiring, or admissions paperwork is completed and entered into the system and all required tuition deposits are processed.

Anyone using CCA's technology resources must comply with CCA's Acceptable Use Policy.

User Account Creation

Logins are usually generated from a combination of the first letter of the first name and the last name. When that login is already in use, a number is appended to the username until unique. (e.g., asmith, asmith1 asmith2)

NOTICE: It is not safe to assume that a person's email address is their first initial followed by their last name. While this is currently the case for many of our users, it will become necessary to introduce more variation in the future in order to keep logins unique.

New Student Account Activation
Within 48 hours of paying a tuition deposit student accounts are ready for activation using a simple online form. This account provides students with access to email (Google Apps for Education), academic file servers, printing, Webadvisor, Webcheckout, CCA wireless networks, Moodle Course Management, Helpdesk Request Tracker, and other technology resources.

Extended Education Student Accounts
We do not currently offer accounts for Extended Education students. Extended Ed students can contact the Helpdesk for Wireless Guest Access.

New Staff Account Activation
Staff accounts are available within one week of submission of a New Employee Technology Requisition form to the HR department. Access to staff accounts is given during technology orientation.

New Faculty Account Activation
A letter with login information will be mailed to faculty within 72 hours of all hiring paperwork being processed and entered into the administrative database system (Datatel).

Alumni Account Activation
Alumni accounts allow Alumni to continue to use their @cca.edu address.

Contractor / Consultant Account Activation
Contractor and Consultant access is covered in the Third Party / Contractor Access Policy.

Guest Wireless Only Account Activation
Guest wireless accounts can be requested by contacting the Helpdesk. Guest accounts are for a maximum of 180 days. Another request may be submitted for additional time.

Generic or "Role" Email Accounts
There are cases when it may be necessary to create role accounts. ) --> These accounts are resource intensive for ETS as they need to be managed manually. There are better solutions for many situations that appear to require a generic account. If there isn't a better solution, generic accounts can be created as email only accounts by submitting a request to the Helpdesk and with approval by the ETS CIO.

User Account Expiry and Deletion

Staff
Hiring Managers are responsible for completing the Employee Termination Technology Checklist form following the termination of one of their employees. The form should be returned to HR with the termination CCA Personnel Form.

If access for the terminated employee should be removed immediately, please contact the Helpdesk at 510.594.5010, and fax a copy of this form to ETS. All terminated employee email accounts will be disabled no later than 30 days after termination. If no form is submitted to HR, terminated employee accounts will be disabled one week from termination date. Any data in the terminated employee's network or email accounts may be removed after that time.

Faculty
Accounts for Faculty will remain active for two years after the end of their last teaching contract. ETS will send notification via email two weeks prior to deleting a faculty account. If no communication is received before the deadline, ETS will deactivate all CCA accounts and delete any files associated with that account. Requests for an extension to this deadline will be handled on a case-by-case basis and will be granted at the discretion of ETS.

Students
Email accounts: CCA's email for life policy allows any student who successfully completed at least two semesters, and who leaves CCA in good academic and disciplinary standing, to continue to use their @cca.edu address.
Home directories: Students will be sent a notification email at least two weeks prior to account deletion. Students are responsible for retrieving any information stored on CCA servers before their account is deleted.

Revision History

03-DEC-2008: Draft policy
01-MAR-2009: Approved by majority of the Technology Planning Committee
29-OCT-2012: Edited to account for changes due to GAE adoption

31-AUG-2016: Edited to update new student account activation section