Retention of IT Privileges Policy

Policy Statement

Information Technology (IT) privileges generally expire when an individual separates from the University, with some exceptions as described herein.

Purpose/Scope

The purpose of this policy is to provide a baseline of expectations pertaining to how long an employee or student will retain their SUNY Brockport IT account privileges upon separation from the University.

Applicability

This policy applies to all SUNY Brockport IT account holders who have access to IT resources, University email, calendar services, use of public computer labs, wireless network, student Learning Management System, and access to digital library information resources.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

The following is a list of the most typical kinds of separations and the impact on the individual’s IT privileges:

Employees

• Disciplinary termination of employment: immediate termination of privileges.
• Resignation: immediate termination of privileges; email privileges can be extended for a maximum of 30 days from the resignation date by written request to the Chief Information Officer (CIO) from the supervisor (or longer, if approved by the CIO and the AVP of Human Resources).
• Retirement (non-Emeritus status – CSEA Classified Staff): retain email privileges for 30 days from retirement date; other IT privileges terminate the day after the retirement date. Upon request, retirees may retain email access; however, that access will terminate if there is no account activity at least once per year.
• Retirement (Emeritus status, as approved by Human Resources – UUP and MC): retain email privileges, use of lab computers, library privileges (including access to digital information resources), and student Learning Management System access for life; however, that access will terminate if there is no account activity at least once per year.
• Leave of Absence: no changes to privileges.
• Adjunct Faculty: IT privileges terminate two semesters after the date of last employment.

Students

• Disciplinary dismissal: immediate termination of privileges.
• Academic inactive status: privileges terminate 30 days from the date of status change.
• Academic inactive status due to graduation: retain privileges for 120 days from the date of graduation and then will be migrated to an alumni account.
• Alumni: retain basic email privileges, which will terminate if there is no account activity at least once per year.
• Special needs: extension of privileges must be requested in writing to the Chief Information Officer by the student and advisor (or the chair of the student’s program) stating the “need” for the extension. Extension of privileges will not exceed 120 days from the date of activation.
• Leave of Absence: no changes to privileges.

Links to Related Procedures and Information

Brockport Information Technology Services (BITS) webpage

Contact Information

Brockport Information Technology Services (BITS)
Allen Administration Building, Room 216A

Or call the Help Desk via (585) 395-5151

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2025-09-24