The following policies govern the authorization and creation of network login accounts and electronic mail accounts. Access to specific data or software applications falls outside the scope of this policy, and is authorized by the data/application owner, or, in the case of administrative systems, by the appropriate data steward(s).

Students

• A network account and email account are created for each new student at the start of the academic year, and remain valid until mid-September of the following year. After each fall registration and prior to the expiration date, network accounts and email accounts for all registered students (as well as accounts on the academic Unix server for registered BCS students) are automatically extended for another year, without any additional action by the student. As a security measure, student account passwords expire annually, and require resetting by the account owner. Any student withdrawing from Acadia will have his/her account(s) disabled immediately, and such account(s) will be removed after two weeks.
• Graduates since May 2000 are entitled to retain their Acadia email address.

Faculty/Staff (excluding sessional)

• Any employee with a demonstrable work-related need for computer access, and who has departmental authorization, is entitled to a network account. Employment is confirmed through the Human Resources department.
• Faculty and staff network accounts are active only during the period of employment. Accounts are disabled when the employee leaves Acadia and removed after 30 days.
• Upon retiring, full-time faculty and staff are entitled to retain an Acadia email address.

Sessional Employees

• Any sessional employee with a demonstrable work-related need for computer access, and who has departmental authorization, is entitled to a network account. Employment is confirmed through the Human Resources department.
• Professors on multi-year contractually limited term contracts, having appointments each of at least nine (9) months duration, will retain their network account and email access during the summer break.
• Accounts for other sessional appointments are active only during the period of the session. They are removed two weeks after the start of the next session, unless the employee has returned and the account has been renewed. Similarly, these sessional employees do not have access to their Acadia electronic mail beyond the sessional period. Before leaving at the end of a session, they may place an “Out of Office” message on the email account, or forward incoming messages to another Acadia staff email address during their absence.

Guest Accounts

• A guest account and/or Acadia email address may be required for a person who is affiliated with Acadia but who is not defined as a regular employee on the payroll, nor as an active student. This includes volunteers, external consultants, visiting scholars, and affiliated committee members (e.g. Senate, Board of Governors).
• A guest account must be authorized by the appropriate Department Head, and is available for a period of up to one year as required. A guest account may be extended past one year by submitting a new request at the end of the first period using the online request form
• Board of Governors guest account must be authorized by the Board of Governors Secretary, and is available for the period of their term 
• If not renewed, a guest account is disabled at the end of the authorized account term, and is removed after 30 days.

Exceptions

• In exceptional circumstances, the Executive Director of Technology Services can authorize network account access for a brief period.