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Termination of User Access Policy
(Updated 9.20.2006)
Purpose
The principle of access control is to limit access to users who have valid
reasons for accessing computers, systems, or data. Access control is
a key component of information security. It is critical the
access privileges be revoked in a timely manner when users terminate
their relationship with the University or transfer to a job with
different duties and responsibilities.
Scope
This policy applies to all members of the University at Buffalo community
(students, faculty, staff, contractors, volunteers, consultants,
temporary employees, visitors) with access to UB computing or
network resources.
Policy
Access privileges must be revoked immediately upon notification when a
user no longer has a need for such access.
Responsibilities
- Supervisors are responsible for notifying their local department
administrator (appointment person) when an employee, including
a student or graduate assistant, terminates appointment or transfers
to a new position with new duties and responsibilities.
- Local Department Administrators are responsible for the
following:
- Sending email to the alias ub-account-term@buffalo.edu, notifying those
who administer central accounts (UB IT, Infosource, and mainframe
accounts) that an employee has terminated appointment or transferred
to a new position with new duties or responsibilities, and that
access to centrally-administered accounts must be reviewed and
appropriate action taken. In the case of Infosource access, the
appropriate access control administrators will be notified that the
employee has terminated appointment or transferred to a new position
and that access must be reviewed and appropriate action taken.
- Consulting with the local IT support manager, notifying him/her that
an employee has terminated appointment or transferred to a new position with
new duties or responsibilities, and that access to department accounts
and resources must be reviewed and appropriate action taken.
- Access Control Administrators are responsible for revoking the
access of users who no longer have a need for access to data.
- Users (UB IT Account Holders) have the responsibility to keep their
@buffalo.edu forwarding addresses current and accurate, using
the buffalo.edu email forwarding tool (
http://ldap.buffalo.edu/forward.html).
After access privileges have been revoked, should CIT receive a complaint
of a broken email forwarding address set for a deactivated @buffalo.edu
email address, and the user has left UB, CIT will remove the forwarding
address (thus, email to the @buffalo.edu address will bounce to the sender).
If the user does not leave UB, e.g., when a staff member leaves to
become a student at UB, should CIT receive a complaint of a broken
forwarding address, we will make a reasonable effort to inform the
user of a broken forwarding address. If the effort to contact the user
fails, CIT will remove the forwarding address.
- The Associate VP for IT is responsible for communicating, maintaining,
and enforcing this policy.
Policy Review and Update
The Associate VP for Information Technology or his designee will periodically
review and update this policy as needed. Questions concerning this
policy should be directed to the Office of the Associate VP for
Information Technology.
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