Security and Policies - Faculty and Staff

ITS is responsible for all technology procurement needs of the university. It goes through a defined process that is there for a reason and needs to be followed (involves Accounting, ITS, requesting dept/div line of management (budget authority), Business services office and Executive Council).

If you are issued a Graceland credit card – do not use it to purchase any hardware or software without authorization from the Business Services office (your own line management is not sufficient for this). People have breached this policy and have had their credit card access removed.

For more information click here.

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Employee Departure

Technology Considerations for Supervisors as Employees Leave Your Department

There are several issues relating to information technology that supervisors need to address as an employee leaves your department. The list of suggestions below is offered to remind all of us about these issues. Adjustments for your particular situation can be accommodated with appropriate justification.

The supervisor must fill out the Termination Notification form

• This is found at  /forms/hr/Termination_Notification.cfm 
• Please be sure to note if you know that this employee is transferring to another Graceland department.
• Human Resources will (among the many steps involved for them) record the ending date of network access

Review documentation of processes that involve the employee

• You may wish to review with your GIS analyst to determine if any processes route status messages to (or generate messages from) the employee’s email address.

Collect any equipment or other resources that have been assigned to the user (especially those that may have been used away from the campus). Contact Desktop Support Services (DSS) at helptech@graceland.edu or 784-5167 if you have questions.

• Laptop computer
• PDA
• Cell phone
• Calling card
• Printouts, etc. containing Graceland University information
• Other

Identify electronic documents to be cleaned up

• Consider the following types of documents/communications:
  -- Computer files on local hard drive
  -- Computer files on G:, H:, I:, K:, M:, W: drives
  -- “Personal” web pages and any other files on Unix servers
  -- Disks, CDs, DVDs containing Graceland information
  -- Saved email messages
  -- Email contact information
  -- Voice mail messages
• DSS can help provide backups of email and other computer files for possible recovery if needed files are inadvertently deleted.
• If possible, the employee and supervisor should work together to categorize the employee’s documents
  -- Personal items that can be deleted
  -- Personal items with no sensitive or proprietary Graceland information the employee would like to copy and retain
  -- Messages needing immediate response
  -- Items that should be available for future reference by others in the office (likely on the P: drive)
  -- Voice mail messages

Determine how contacts will be handled

• Review and update any published information directing people to use the former employee’s contact information
  -- Graceland web page references
  -- Brochures
  -- Form letters being sent out
  -- Give strong consideration to establishing a function-based email name that can be used for all published contacts. This allows it to be independent of the person (or persons) handling the function at a particular time.
• Consider the following types of contacts:
  -- Attempts to contact the employee at Graceland for personal business
  -- Attempts to contact your department using the employee’s extension or email address
  -- Calls from toll-free (800) numbers that are handled at this employee’s phone
  -- Calls from other employees in your department that are routed to this employee’s phone
  • “operator” (0) bail out from voice mail
  • call rerouting
  • appearances of other extensions on this phone
• Options for incoming phone calls include:
  -- Have calls answered by the new person working in the former employee’s workspace (if not a position reduction)
  -- Reroute all calls to some other extension in your department
  -- If this is a position reduction, plan toward eventually eliminating one of the phone numbers from use by your department.
• Options for handling incoming email include:
  -- Set up automatic forwarding for the employee’s email to someone else in your department.
  -- Set up someone in your department to check the employee’s email messages.
  -- Set up an out-of-office message which responds to anyone sending messages, informing the sender of the new address to use for Graceland correspondence (and possibly also for personal correspondence with the employee).
  -- Close the email account and have the system return an “undeliverable” message to senders. This is not a very customer-friendly option. We should allow some appropriate time during which we can notify most people who have been using this employee’s email address of the new email addresses they should use. We will want to work toward this final solution within a few months.

Prepare for equipment collection and redeployment

• In the case of a position reduction, Communication Technology Services (CTS) and DSS personnel will arrange to collect and prepare for redistribution any telephone or computer equipment that was assigned to the employee who is leaving.
  

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• harassment - sending of harassing, threatening or obscene material to minors and/or non-consenting adults or any attempts to confuse or frustrate another user in achieving their objectives;
• random or unauthorized bulk sending or mailing of messages;
• inappropriate use of access
• any disregard for the security mechanisms that are in place or other attempts to gain unauthorized access to Graceland's technical resources. This includes possession of or attempts to acquire another user's password or allowing others access to technology resources that are not allocated for their use;
• failure to comply with software license restrictions - All licenses for software that are licensed by Graceland will be filed by ITS.
• disruption of service - damaging any resource in such a way that it creates a disruption of the normally expected service from that resource;
• cheating - use of technology resources to achieve academic credit by dishonest or deceitful means;
• copyright infringement (including illegal downloading of music, movies, etc.);
• forgery;
• malicious transmission of a computer virus;
• malicious alteration of system files or configuration;
• abuse of established storage space limitations;
• use of any resource to inure benefit for private or political gain in violation of Graceland's tax-exempt status under IRC Section 501(c)(3).

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