Knox and Google Account Provisioning and Deprovisioning

Owned by Ross Davis
Last updated: Jul, 23, 2024 by Matthew Reed
4 min read

See this page for the originating ITS policy: ITS Knox and Google Account Provisioning and Deprovisioning

 

Note:  This page presents the above document with some modifications to its content.  These modifications are for clarification purposes.  06/11/19  rmd 

Account Management

The purpose of this document is to establish a standard for the creation, administration, and removal of accounts that facilitate access to information and technology resources at Knox College.

An account, at minimum, consists of a user ID and a password that provides access to basic services -- including access to the My.Knox and Collaboration Services, e-mail, calendar, groups, contacts, and drive. In addition, members of the Knox community are assigned to one or more predefined roles (Faculty, Staff, Student, …) which provides fine grained control to applications, information, and network resources. Additional information such as work assignment and course enrollment is used to refine access.

A fully executed Knox College Confidentiality Agreement is required before an employee account will be provisioned. Students should sign a Confidentiality Agreement when hired by the College into any position.



Summary for Graduating Students

  • Roaming profile, Home account, KnoxAnyware, and Departmental drive access are all removed on June 30th  (approximately 30 days after graduation)  Graduates should move data from their home accounts to another account before the June 30 deadline.

  • Google Accounts (GMail, Google Drive, etc):

    • If you were enrolled at Knox between July 1, 2011 (2011-2012 academic year) through June 30, 2018 (2017-2018 academic year) you will retain your Knox Gmail account as long as you are in good standing with the College.

    • If you enrolled at Knox after July 1, 2018 (2018-2019 academic year) your Knox Google account will be available for one year after graduation. 

    • Google accounts will be deprovisioned (with prior notification) if dormant for more than one year.

Account/Role Provisioning and Deprovisioning

Student Accounts

  • Provisioned: New student accounts are provisioned

    • in batch, in early May, in response to Admission notifying Information Technology Services (ITS) of students who have made a deposit,

    • or during the academic year when deposits for the current/next term are received.

  • Deprovisioned: Student accounts are deprovisioned when a student

    • withdraws from the College,

    • is expelled,

    • or leave expires,

    • on June 30th of the year of graduation for Redirected Profiles, Home account access, KnoxAnyware, and Departmental Drive access

    • when deceased

    • when converted to an Alumni account.

Disabled: Student accounts are disabled when a student is placed on disciplinary leave for one year or more.

*Post-Baccalaureate Fellows are afforded student access during the PostBac association with the College.” Once the PostBac association has ended the account will transition to alumni status.

 

Alumni

  • Provisioned: Graduates of the College who graduated in 2012 through 2018 retain their student account and are provided access to Google Collaboration Services for their lifetime.  

  • Deprovisioned: Alumni accounts shall be deprovisioned:

    • if the account has not been accessed for one year,

    • upon request by the individual owner of the account,

    • when the account holder is deceased,

    • at the direction of College administration.

  • Alumni who become employees: Alumni who are hired as employees retain their alumni account for personal use and are provided with an employee account for business use.

Faculty and Staff (Full Time)

  • Provisioned:

    • Faculty and staff accounts are provisioned when HR has secured a signed contract and confidentiality agreement. The account is provisioned by ITS upon notification from HR.

  • Deprovisioned:

    • Faculty accounts are deprovisioned upon expiration of the employment contract including a predetermined extension for the current term grading period or termination of employment. Faculty may request a single 90-day extension from the Dean of the College.  The Executive Assistant to the Dean shall inform ITS of granted extensions.

    • Staff accounts are deprovisioned upon the termination of employment. Academic support staff may request a single 90-day extension from the Dean of the College. The Executive Assistant to the Dean shall inform ITS of granted extensions.

Staff Retiree Accounts

  • Staff Retirees, as defined by the Human Resources, whose employment start date is prior to July 1st, 2007 are eligible for a retiree account.

Faculty Retiree Accounts

  • Due to the unique nature and relationship of Faculty to the institution Faculty Retirees, as defined by the Human Resources, are eligible for a retiree account.

    • Retiree Account Attributes:

      • Eligible Staff and Faculty Retirees shall forfeit their account and be issued a new user-id and account similar in format to the original. Typically, a new account username will be formed by adding the middle initial to the second character of the username (if available). (IE shall@knox.edu becomes sshall@knox.edu).

      • Faculty and staff retiree accounts that have not been accessed for one year or the account owner is deceased shall be deprovisioned.

      • Autoresponder and mail forwarding for Faculty Retirees shall be provided for one year after the date of retirement

Adjunct Faculty (Active)

  • Provisioned: Adjunct faculty are provisioned when a signed contract and confidentiality agreement is received by the HR office and notification is sent to ITS by HR.

  • Adjunct faculty who are not on active teaching assignment but return to teach on an annual basis may retain account access to Collaboration Services by requesting continued access between teaching assignments from the Dean of the College. The Executive Assistant to the Dean of the College shall inform ITS when additional access should be provided.

  • Deprovisioned: Adjunct faculty accounts are deprovisioned according to contract term date including a predetermined extension for the current term grading period.  Adjunct faculty may request a single 90-day extension from the Dean of the College. The Executive Assistant to the Dean shall inform ITS of granted extensions.

Trustees

  • Provisioned: Trustee accounts are provisioned when appointed to the Board. The Assistant Secretary to the Board of Trustees shall inform ITS when accounts should be provisioned.

  • Deprovisioned: Trustee accounts are deprovisioned when Board Service terminates. The Assistant Secretary to the Board of Trustees shall inform ITS when accounts should be deprovisioned.


Affiliates (i.e. Bookstore, Bon Appetit)

  • Provisioned: Affiliate accounts are provisioned when the Affiliate hires an employee and a signed Knox College Confidentiality Agreement is secured by HR.  HR shall notify ITS accordingly.

  • Deprovisioned: Upon notification from HR.

Friends and Volunteers

  • Provisioned: Friends and volunteers accounts are provisioned when a signed Knox College Confidentiality Agreement is secured and upon notification from HR.

  • Deprovisioned: Upon notification from HR.





For assistance with an issue, please contact the Knox College ITS Help Desk.
Log into MyKnox and search this link: https://my.knox.edu/ICS/Help_Desk/