Hi Our account provisioning is described here: https://oakland.edu/uts/common-good-core-resources/accounts/
For us, email is one service among many accessible from a NetID. Our general IT policy provides the foundation: www.oakland.edu/policies890 Section 1 Individual Privileges, Privacy And 3 Access. J Email Answering your questions. > I am looking to find out how universities typically handle requests for > access to a terminated employee’s email: > Accounts for non-faculty are deleted within 24 to 48 hours of termination date entered into Banner. For faculty, accounts are deleted within 1 year of termination date entered into Banner. Key to understanding is that an individual is given one NetID which includes one email account, regardless of how many relationships with the institution the individual might have. An individual may be a faculty member (adjunct) and a student (grad student) but have only one account. An individual may be a staff employee and a student, but have only one account. The account is only terminated when all relationships are terminated. So a supervisor may think they want access based on one job relationship, but may not be entitled to have access to all the email, particularly if there is a student relationship involved. We need to respect privacy based on policy and on our FERPA policy. Our IT guidelines are posted here: https://www.oakland.edu/uts/common-good-core-resources/policies/#accounts In particular to your question, note the statement "Third Party Access to an account is allowed only under specific circumstances and within policy guidelines. The process for requesting and handling third party access are Third Party Access Procedures <https://kb.oakland.edu/uts/Procedure_for_Third_Party_Account_Access>." The document link directly is https://kb.oakland.edu/uts/Procedure_for_Third_Party_Account_Access > > > For example: > > ∙ Is it part of your normal termination process for a Manager > to obtain full access to their former employee's mailbox? > No, given that individuals may have multiple relationships generating email to one account and to which a Manager does not have any need to access email. Also, we do not have a policy that email may not be used for personal business, so personal emails may be in the account and we respect privacy. Email is a two-party conversation. The sender of an email believes that their message has gone to a person that the sender identified; we do not want to break that privacy trust by intercepting it without properly justifying and explaining to the sender. Just because an email is in someone's inbox doesn't mean that the sender intended anyone other than the named recipient to read the message. > ∙ Are only new messages forwarded to the manager or another > employee? > We don't forward on staff, because the account is gone 24-48 hours. > ∙ Does access vary by employee level? > No. > ∙ Is there an approval process? > Yes, see the Third Party document - https://kb.oakland.edu/uts/Procedure_for_Third_Party_Account_Access > ∙ Are there time limits for access? > Yes. We do not want employees impersonating other former employees and we do not want to generate a public idea that anyone can pretend to be someone else. So there would be a notice to the intercepted emails and the access would be only to get something specific in a very short time window (staff - 24-48 hours). > ∙ Are emails culled before they are provided? > Yes. The individual requesting email has to explain exactly what they are looking for; Legal Affairs and Human Resources have to approve. We then get those specific messages. If that's all that's there, we might provide access for a day so the supervisor can just directly download. Theresa Rowe > ∙ Etc. > > > > I appreciate your assistance! > > > *Stacy Nykorchuk* > > Program Manager > > Apollo Education Group, Inc. | Apollo Ethics and Compliance Department > > 4025 S. Riverpoint Parkway | MS CF-K608 | Phoenix, AZ 85040 > > [email protected] > > > > Apollo Ethics Helpline 1-888-310-9569 or apollohelpline.com > > Apollo Code of Business Ethics > <http://www.apollo.edu/content/dam/apolloedu/pdf/Apollo-Group-Code-of-Business-Ethics.pdf> > > *Replying to Messages:* Replying (using Reply) to an ACUPA-L e-mail will > distribute your message to the *ENTIRE list of members*. To send a > message privately, reply directly to the individual who sent the message > (their e-mail address appears in the "From" line of their original e-mail). > > *To Unsubscribe*: Go to http://www.acupa.org/MembershipForm_Discontinue. > html and complete the form. We will remove you from the list within 24 > hours, during normal business hours. > > *Questions about the ACUPA e-list?* Contact Jamie Parris at > [email protected] > <[email protected]?subject=ACUPA%20e-list%20assistance> or > 607-255-6837. > >
