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Access and Termination of Computer Accounts Procedure – 61.12.08

College Policy Number/Title:

The Howard Community College (HCC) information technology departments provide employee access to computer accounts and related technologies in support of the college's administrative activities based on the completion of specific actions.

System access for full-time faculty and full-time or hourly/temporary staff is initiated for a new employee once a position is assigned in the human resource module of Colleague upon the start date. For new adjunct faculty members, system access is initiated after a division office assigns a course section in Colleague to the new adjunct faculty member.

A system-generated email is automatically sent to new employees, whether full-time faculty, adjunct faculty, full-time staff, or hourly/temporary staff, at their alternate email address, providing the new HCC login and account information, email address, and instructions for setting up their credentials in the password services system.

Once the new employee starts working, supervisors must email the Technology Service Center with a request for additional access to other technology resources such as Colleague, network drives, and voicemail. Access to Colleague will only be granted to new employees who complete the required “Access and Responsibility” training and whose job requires them to have access.

Account termination is determined by the human resources department based on the separation date entered into Colleague. The separation date is also the date when all computer access is terminated, including Colleague, email, and voicemail. Human resources issues a notice of separation for full- and part-time budgeted employees. Supervisors must complete the online separation form to notify human resources when employment has ended for adjuncts and hourly/temporary employees. Exceptions to this account termination policy must be approved by the area vice president or the president.

Effective Date: 05/14/21

President's Office Use:  VPIT

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