Information Technology Department & Usage Policy –Page | 1 of 3

INFORMATION TECHNOLOGY

Department & Usage Policy

POLICY NAME:

User Account Creation, Modification, and Deletion Policy

This policy addresses the creation, modification, and deletion of St. Joseph Parish user accounts and the procedure of account management.

Parties involved in user account creation, modification, and deletion:

  • the end-user (employee, volunteer, student, or vendor) to whom the account will be given custody
  • the supervisor of the end-user
  • the Information Technology Department of St. Joseph Parish
  • the Parish Manager of St. Joseph Parish
  • the Pastor of St. Joseph Parish
  • the SJY IT Acceptable Use Policy

NOTE: Creation/changes to accounts should take typically five business days. Supervisors should account for this potential time between requests and execution.

NOTE: Having access to any IT resource does not imply any kind of contractual agreement.

CONCERNINGUSER CREATION:

The following steps shall be followed to ensure timely and accurate user account creation:

For employees, volunteers, and vendors:

  1. An individual is selected for a particular job (employment, volunteer position, etc.) by the job supervisor.
  2. The supervisor completes theUser Account Request/Change online form found on the IT Website on the Forms, Documents, and Policies page as soon as the hire is official. (The Type of Change would be new user.)
  3. The Information Technology Department notifies the supervisor of the account creation and keeps a record of permissions and updates the Campus Contacts and Extensions file on the MySJY Portal (if an employee).
  4. If the user is an employee, the Information Technology Department contacts the Parish Manager requesting notification for the Start Date.
  5. The supervisor contacts the user and puts him or her in contact with the Director of Information Technology for his or her IT Orientation meeting and password setup.

For St. Joseph School students:

  1. The Information Technology Department receives the New Student Checklistfrom the School Office.
  2. The Information Technology Department creates a user account to be effective according to the Student’s first day of class will be field.

NOTE: User creation automatically includes the following IT resources:

  • access to the SJY network
  • an SJY email account (if user is an employee)
  • listing on the Official Parish Website (if user is an employee)

NOTE: IT Orientation cannot take place until after hiring paperwork has been submitted to the Diocese.

CONCERNING USER MODIFICATION:

User modification is when a user account is changed in some way. Changes could include the adding or removing of permissions to a particular resource, the changing of the name of a user, the changing of a user’s title, etc.

The following steps shall be followed to ensure timely and accurate user account modification:

  1. The supervisor completes the User Account Request/Change online form found on the IT Website on the Forms, Documents, and Policies page. (The Type of Change would be account change.) The supervisor only needs to complete the required fields and the fields that specify the needed change.
    NOTE: If there is a change in employment status, the Parish Manager should complete the User Account Request/Changeonline form.
  2. The Information Technology Department notifies the supervisor of the account modification and keeps a record of permissions.

CONCERNING USER DELETION:

User deletion is when a account is no longer needed, possibly due to the end-user volunteer or employment status.

The following steps shall be followed to ensure timely and accurate user account creation:

For employees:

  1. If the employee is completely separated, the Parish Manager completes theUser Account Request/Change online form found on the IT Website on the Forms, Documents, and Policies page. (The Type of Change would be account termination. Use the Date Change Needed field for the Effective Date.)
  2. As of the Effective Date:
  3. the user account is removed from all security groups and global address lists;
  4. accounts to applications (such as PDS, Classroll, etc.) are deleted;
  5. the employee’s name is removed from the Official Parish Website, the Campus Contacts and Extensions file on the MySJY Portal;
  6. all other IT resources are removed EXCEPT access to the user’s T: drive and email account.
  7. After the courtesy period, all other access and accounts are deleted including the user’s T: drive and email account.

For volunteers or vendors:

  1. The supervisor completes the User Account Request/Change online form found on the IT Website on the Forms, Documents, and Policies page. (The Type of Change would be account termination. Use the Date Change Needed field for the Effective Date.)
  2. As of the Effective Date, all access is removed and the account is deleted. There is no courtesy period.

For St. Joseph School students:

  1. The Information Technology Department receives the Student Withdraw Checklistfrom the School Office.
  2. All access is removed and the account is deleted according to the Student’s last day of class will be field. There is no courtesy period.

NOTE: The traditional courtesy period is 30 days. The Pastor or his authorized administrator may shorten or extend this period if desired for a particular user.

Policy enacted: August 1, 2013

Thomas F. Steele, IT Director, St. Joseph Parish

St. Joseph Information Technology • Kingston Road • York, PA • 17402 • (717) 751-0148 • •