Account Lifecycle Policy

Version 1.7 Updated Jul 3, 2024

Purpose

The purpose of this policy is to document and inform the Middlebury community about the stages and timing of account lifecycle processes for Middlebury user accounts.

Scope

The scope includes all Middlebury user accounts. Stages and timings are specific to account types. Please review the following information about Primary Account Types, Account Lifecycle Stages, and Types of Separations:

Middlebury Account Types

• Students (currently includes: undergraduate and graduate student accounts, as well as high-school and audit student accounts)
• Faculty (currently includes: undergraduate and graduate faculty accounts)
• Staff (currently includes: all non-faculty employee accounts, including schools abroad staff accounts, as well as vendor and courtesy accounts )
• Adjunct Faculty (currently includes: undergraduate and graduate adjunct faculty accounts, including language schools, bread loaf, winter term, etc.)
• Faculty Emeriti (includes: all faculty emeriti)
• Retirees (includes: all retirees)

Account Lifecycle Stages

• Creation
• Activation
• Deactivation
• Deletion

Types of Separations

• Voluntary
• Involuntary

Policy

In order to support the continuity of Middlebury’s academic and administrative operations, ITS processes follow established guidelines for Middlebury user account lifecycle management. These guidelines have been developed by ITS in collaboration with Student Life, Academic Affairs, and Human Resources. These guidelines have been approved by Middlebury’s Information Advisory Committee (ISAC) and Middlebury’s Senior Leadership Group (SLG).

This policy is intended to reflect current ITS practices for Middlebury user account management to help provide clear answers to common questions about account lifecycles, such as;

• When does a new student/faculty/staff Middlebury user account get created?
• How long does a graduating student retain access to their Middlebury account?
• When does a departing employee’s Middlebury user account get deactivated?
• What determines which services a Middlebury user account has access to?

Account Lifecycle Matrix

The table below reflects currently defined primary account types, in most cases and/or under normal circumstances. This policy will evolve as requirements for additional account types are defined.

Application of ALP by Type of Account

The table above reflects status changes for currently defined primary account types, in most cases and/or under normal circumstances. 

Access to Services by Middlebury Accounts

Middlebury accounts grant users access to various systems with sensitive data (ex. Banner, Canvas, Oracle, etc.), and access to services with educational/nonprofit only licensing restrictions. Access to these systems and services requires that a person be included in the “Active Persons” file, which is automatically generated by Middlebury’s official systems of record (Oracle HCM and Banner) maintained by Human Resources (employees) and the Office of the Registrar (students). 

The Active Persons file is used to determine and populate the permissions groups that control access to services. Inclusion in this file is automatically determined by employment start or end dates (employees) and enrollment status (students). Please note that the “Active Persons” file is refreshed daily by the appropriate system of record.

Adjunct Faculty should note that systems like Banner and Canvas can only be accessed during employment – from the start and end dates provided to Human Resources. If Adjunct Faculty require access to sensitive systems outside of the dates on their employment contract, they should work with their department and HR to adjust their start or end dates.

Faculty and Staff accounts in the active grace period may retain access to Middlebury email for a limited time after voluntary separation to aid the transition of personal communications to a personal email account. (Refer to deactivation (voluntary) column above)

More information about preparing for Life After Middlebury can be found here.

Faculty Emeriti and Retirees may retain lifetime access to their Middlebury email until it is no longer in active use. After clear confirmation of inactivity, the account will be disabled and the inactive retention period will be applied.

The inactive retention period is defined as the time period after deactivation that the account will be retained in an inactive state before it is removed from Middlebury’s systems. Individuals do not have access any systems or services, including email, during the inactive retention period.

Additional Information about Middlebury’s Account Lifecycle Policy

Middlebury’s account lifecycle policy will evolve as requirements for additional account types are defined.

Exceptions to this policy must be approved by the appropriate Middlebury office (see below) or the Office of the CIO.

• Student Accounts - Dean of Students
• Faculty Accounts - Dean of Faculty
• Staff Accounts - Human Resources

Questions about Middlebury’s account lifecycle policy and related practices should be directed to infosec@middlebury.edu