Difference between pages "Network Account Termination" and "MCLA Multi-Factor Authentication for Email and Microsoft Office 365 Access"

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'''Purpose:''' When an employee’s separation with his or her employment at MCLA occurs a number of network accounts and resources will be closed down.
 
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In certain cases information and access will need to be preserved and passed on to other staff members in an orderly fashion. This procedure documents the timing of the closure and the disposition of access, files and email when no special arrangements are authorized.
 
  
  
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== Procedure on Network Account Termination for Employees ==
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Multi-Factor authentication (a.k.a. MFA) is a security method to help better protect email accounts and Office 365 access by adding a layer of protection to the sign-in process. In addition to entering a password, this added security requires users to approve their sign-ins using a mobile device or telephone. This way if a user account password is somehow exposed, the account can stay protected by the second factor that is required to gain access.
  
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Employee email accounts are shut down on the date of separation from the college or when there is an administrative need.  
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All MCLA accounts will soon have MFA turned on. MFA will not be required when signing on to the main MCLA Portal, but will appear when accessing any Microsoft related services that MCLA has available, such as email, teams, and sharepoint. This documentation will walk you through how to prepare for the use of this security requirement and provide guidance on usage.
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On receiving a notification of resignation or termination, Human Resources will:
 
  
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*1. Reply with an acknowledgement and a copy of this procedure.
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==Step 1 - Prepare==
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*2. Forward a copy of this procedure to the employee’s supervisor.
 
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*3. Inform Computer Support Services and Administrative Systems of the impending departure and date.
 
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*4. Human Resources will insert date of departure in Banner record.
 
  
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On a departing employee's last day of work, Computer Support Services will:
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We recommend you follow this checklist to prepare for the account security transition to MFA. These steps can be completed anytime, but its best to do before MFA is turned on for your account.
  
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*1. Disable access to all network accounts managed directly by Computer Support Services.
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* Review the "[https://support.microsoft.com/en-us/topic/what-is-multifactor-authentication-e5e39437-121c-be60-d123-eda06bddf661 What is: Multifactor Authentication]" Microsoft article.
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* [https://www.microsoft.com/en-us/security/mobile-authenticator-app Download the Microsoft Authentication App] on your [https://play.google.com/store/apps/details?id=com.azure.authenticator Android] and [https://apps.apple.com/app/microsoft-authenticator/id983156458 Apple IOS phone].
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* Confirm that your security information is updated and complete. To check login to https://aka.ms/mfasetup. You will want to ensure you have setup your primary phone, office phone and/or alternate phone as a security method. This is helpful in the event you don't have access to your mobile phone, the other phones that you specify can be used to sign you in.
  
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*2. Install an automatic reply to incoming email informing senders that the employee has left the college and offering an alternate staff person to contact. If the employee desires, an alternate email address for private correspondence will also be listed. This message will remain active for one week at which time the message will be removed and email for that account will be rejected.
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==Step 2 - Setup==
  
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*3. Access to email messages and files remaining in the employee’s assigned network storage areas will be provided to the employee’s supervisor, who will have one month to review and archive, delegate or delete.  After one month any remaining emails and files will be deleted by Computer Support Services.
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MCLA IT will notify you when MFA will be turned on for your account. After its been turned on, [https://support.microsoft.com/en-us/office/set-up-your-microsoft-365-sign-in-for-multi-factor-authentication-ace1d096-61e5-449b-a875-58eb3d74de14 follow these steps in this link] to setup your account to work with MFA.  
  
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Upon their confirmation by the Board of Trustees, emeritus faculty may request continuation of their email services, either by using the college’s forwarding service or by maintaining a full email account on the college’s email server. A request made through Academic Affairs is required. This request must be submitted no later than three months after their retirement start date, otherwise the account will be disabled.
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*[https://support.microsoft.com/en-us/office/set-up-your-microsoft-365-sign-in-for-multi-factor-authentication-ace1d096-61e5-449b-a875-58eb3d74de14 Set up your Microsoft 365 sign-in for multi-factor authentication]
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Full time faculty who do not apply for emeritus status, as well as all part time faculty, will have three months after their last class to access to their email account to conduct college business. The account will then be disabled unless the adjunct has been rehired for the following semester.
 
  
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Any arrangements that differ from these must be initiated by the employee’s supervisor in consultation with Computer Support Services in advance of the employee’s last day.
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==Step 3 - Use and Manage==
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Its important to note that when MFA is turned on - all access to Office 365 services will require the use of it. This includes access to MCLA Email, Microsoft Teams and Sharepoint/OneDrive.
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== Procedure on Network Account Termination for Students ==
 
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Student accounts are disabled when:
 
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*The Registrar marks a student as “withdrawn”;
 
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*After three months of email account inactivity
 
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*Three months after graduation, if inactive.
 
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*On termination of active (fiscal) relationship with MCLA;
 
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*On administrative need or withdrawal.
 
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The following exclusions apply:
 
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*During the time that a student is on a leave of absence the account will remain active.
 
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*When a student is on an academic suspension, the account will remain active for up to two semesters.
 
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Three months after disablement the account is deleted.
 
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Last Updated: 7-01-2017
 

Revision as of 20:53, 4 March 2022


Multi-Factor authentication (a.k.a. MFA) is a security method to help better protect email accounts and Office 365 access by adding a layer of protection to the sign-in process. In addition to entering a password, this added security requires users to approve their sign-ins using a mobile device or telephone. This way if a user account password is somehow exposed, the account can stay protected by the second factor that is required to gain access.

All MCLA accounts will soon have MFA turned on. MFA will not be required when signing on to the main MCLA Portal, but will appear when accessing any Microsoft related services that MCLA has available, such as email, teams, and sharepoint. This documentation will walk you through how to prepare for the use of this security requirement and provide guidance on usage.

Step 1 - Prepare

We recommend you follow this checklist to prepare for the account security transition to MFA. These steps can be completed anytime, but its best to do before MFA is turned on for your account.

Step 2 - Setup

MCLA IT will notify you when MFA will be turned on for your account. After its been turned on, follow these steps in this link to setup your account to work with MFA.

Step 3 - Use and Manage

Its important to note that when MFA is turned on - all access to Office 365 services will require the use of it. This includes access to MCLA Email, Microsoft Teams and Sharepoint/OneDrive.

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