Policy for PAnet accounts, email addresses and voice mail accounts(7/20/2006)

Faculty members and students are provided with email accounts, voice mail accounts and Internet access. Staff members may be provided with email accounts, voice mail accounts and Internet access upon approval of their supervisors through submission of a TT1 form. No accounts are provided to family members or to anyone other than faculty, staff, and students.

Staff

PAnet accounts for eligible staff members will be available within 48 hours of being officially classified as an employee and a TT1 form has been received from the employee’s supervisor. When staff members are no longer officially classifiedas employees of PhillipsAcademy, access to their accounts is immediately disabled, and all of their accounts and data are removed from the system30 days after departure, unless the Director of Human Resources has notified the Director of Technology in advance of special arrangements or dispensation. Employment classification is determined by the Human Resources Office, which enters the information into the academy’s administrative system, Datatel. Notification will be sent to the departing adult and to the department head to determine if any data from the account should be transferred to another employee. Unless the Technology Office is notified of any data needing to be transferred, the accounts and all data will be removed. Please note that once an account is deleted, all data is lost and cannot be retrieved.

Faculty

PAnet accounts for new faculty members will be available on August 15th. When faculty members leave the school at the end of a school year, their PAnet accounts will be available until August 31st, unless the Director of Human Resources or Dean of Faculty has notified the Director of Technology in advance of special arrangements or dispensation. For faculty emeriti, the Human Resources Office will inquire if the faculty emeriti would like to continue to use the email account beyond August 31st and, if so, the email account will remain active. Employment classification is determined by the Office of Human Resources, which enters the information into the academy’s administrative system, Datatel. Notification will be sent to the departing adult and to the department chair to determine if any data from the account should be transferred to another employee. Unless the Technology Office is notified of any data needing to be transferred, the accounts and all data will be removed. Please note that once an account is deleted, all data is lost and cannot be retrieved.

Students

PAnet accounts for incoming students will be available on June 1st. All data and accountsfor all of the recent graduates are removed from the system on August 31st, since, as alumni, they become members of the Alumni BlueLink system. Further information about the BlueLink alumni system can be obtained from Michael Ebner, Director of Alumni Affairs.

Technology Office Procedures

Constituency / Disable access to telephone, voice mail / Disable access to network accounts / Remove all academy network accounts and data
Staff / Departure date / Departure date / 30th of month of departure
Faculty / Departure date / June 30th / June 30th
Faculty emeriti / Departure date / August 31st. Email account can be retained, if requested / August 31st. Email account can be retained, if requested
Graduates / Departure date / August 31st / August 31st

Process to Delete Accounts for Staff/Faculty upon Termination of Employment

Human Resources Office notifies Help Desk by email when a faculty or staff member is ending employment at PhillipsAcademy. The email contains the person’s name and last date of work.

Help Desk forwards that email, with the script below to:

the faculty/staff who is leaving

the faculty/staff’s supervisor

the department chair/head (if different than the supervisor)

Kim Wegrzyn, Mike Bussey, and Debbie Martin are cc’d on the email.

A T&T-1 form is attached to the email.

Any responses to Help Desk will be forwarded to Kim Wegrzyn

Email Notification Script

I have been notified that you are leaving employment at PhillipsAcademy on “date”. On the date of your departure, access to your accounts will be disabled and your phone number and voice mail box will be deleted. On “month” 30th, all of your PhillipsAcademy technology accounts and their data will be deleted. This includes PAnet, Datatel, email, etc.

Please complete and return the attached form to designate if material contained in any of these accounts should be transferred to another account. If no transfers are needed, just write “All data can be deleted” on the top of the form. If we do not hear back from you, we will assume that all data can be deleted. Please note that once an account is deleted, all data is lost and cannot be retrieved.

If you have any questions concerning your accounts or this process, please contact the Help Desk at extension 4357.

Emeriti Account Meeting on February 6, 2006, updated February 10, 2006

Attendees: Brian, Debbie, Kim, and Valerie

  1. Each retiring faculty and graduate keeps account until August 31st.
  1. Prior to August 31st, the Human Resources Office does the following:

a)Reviews e-mail address updates submitted to the head of school’s office as part of the annual publication of the Directory. Call previously retired faculty who no longer list a PA email address to see if they want to continue the andover.edu account. If not, end position reason code RE will be changed to RT on the PSTA screen.

b)Asks non-severance, retiring faculty member whether they need/want the account after August 31st. If yes, then end position reason is coded RE; if no, then end position reason is coded RT on the PSTA screen.

c)Asks retired faculty with severance ending that August whether they need/want the account after August 31st. If yes, then the SPP position end reason is coded RE; if no, then end position reason is coded RT.

  1. On August 31st, the Technology Office does the following:

a)Deletes accounts of graduates

b)Runs Kim’s program: If end position reason is “RT” or faculty is designated as “deceased”, then disabled flag is set on account. If “SPP” or “RE” then department set to RET.

c)Runs Brian’s program: If disabled flag set on account, then account deleted. If department is set to RET, then account is removed from department groups, etc., active directory group is set to RET, and account has access to email only. Email remains as and continues to receive faculty broadcasts. There are no longer _emeriti accounts.

  1. No Blackboard/PAnet access is provided to SPP or RE retired faculty
  1. No access to oldpanet applications such as Student Alert and Instructor Reports is provided to SPP or RE retired faculty.

Note:

RE – Retired, and wants emeriti account.

RT – Retired, and does not want emeriti account, i.e., standard Terminated end position reason

SPP – Severance pay program employee, i.e., active with blank end position reason