HR 7.2 Email and Digital Assets

HR 7.2 Email and Digital Assets

This policy is intended to bring uniformity and consistency to digital policies regarding onboarding and offboarding by VWU personnel and students.

• Access to any new digital assets will not be available to employees until they have arrived for their first day of work – this includes services like email and Colleague. • Early access to Colleague, prior to completion of a background check, cannot be granted without approval of the divisional supervising vice president or, when appropriate, the

Executive Director of Intercollegiate Athletics. • If an employee has any separation of employment event, all access to email and any other digital accounts will be disabled on the last day of employment. • Upon exit, supervisors will be required to produce an appropriate outgoing auto-reply message and determine who will receive the redirected digital communications. • The reply message should not include how or where the onboarding employee may be contacted. • The standard period for the outgoing auto-reply message should not exceed more than 30 days.

Exceptions to this policy can be made in order to ensure administrative continuity in a program or department. Any requests for exceptions to this policy must be initiated via email to Human Resources. Exception examples are as follows:

• Faculty and staff leaving in good standing can be allowed access to their vwu.edu email accounts with approval of the Director of Human Resources, the Chief Information Officer and the department’s corresponding vice president. • The duration should not exceed 30 days unless circumstances dictate the need for a longer term. • Incoming administrative personnel can also be allowed early access to communication mediums such as email if deemed necessary to provide continuity for the program or department. Prior to seeking any approval, the employee must have successfully passed all background checks. This approval must also be made by the Director of Human Resources, the Chief Information Officer and the department’s corresponding vice president.

Once the approvals have been obtained, the email approval chain must be sent to Helpdesk in order to carry out the corresponding request.

Students or alumni with vwu.edu alumni email account transitioning to an employee of the university will be provided a new vwu.edu account to be used while employed.

• All previously stated email entry/exit policies will apply. • Employees/alumni will not be transitioned back to their alumni/graduate account if they are no longer employed by the university.

Any changes in this service or policy occur at the sole discretion of Virginia Wesleyan University.

This policy does not apply to personnel with emeritus status.