'''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.
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.
== Procedure on Network Account Termination for Employees ==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.
Employee email All MCLA accounts are shut down will soon have MFA turned on. MFA will not be required when signing on to the date of separation from the college or main MCLA Portal, but will appear when there is an administrative needaccessing any Microsoft related services that MCLA has available, such as email, teams, and sharepoint. On receiving a notification This documentation will walk you through how to prepare for the use of resignation or termination, Human Resources will:this security requirement and provide guidance on usage.
*==Step 1. Reply with an acknowledgement and a copy of this procedure.*2. Forward a copy of this procedure to the employee’s supervisor.*3. Inform Computer Support Services and Administrative Systems of the impending departure and date.*4. Human Resources will insert date of departure in Banner record. - Prepare==
On a departing employee's last day of workWe recommend you follow this checklist to prepare for the account security transition to MFA. These steps can be completed anytime, Computer Support Services will: but its best to do before MFA is turned on for your account.
*1Review the "[https://support. Disable microsoft.com/en-us/topic/what-is-multifactor-authentication-e5e39437-121c-be60-d123-eda06bddf661 What is: Multifactor Authentication]" Microsoft article.* [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]. * 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 all network accounts managed directly by Computer Support Servicesyour mobile phone, the other phones that you specify can be used to sign you in.
*==Step 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.- Setup==
*3MCLA IT will notify you when MFA will be turned on for your account. Access to email messages and files remaining 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 the employee’s assigned network storage areas will be provided this link] to the employee’s supervisor, who will have one month setup your account to review and archive, delegate or delete. After one month any remaining emails and files will be deleted by Computer Support Serviceswork with MFA.
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*[https://support. A request made through Academic Affairs is requiredmicrosoft. This request must be submitted no later than three months after their retirement start date, otherwise the account will be disabled.Full time faculty who do not apply com/en-us/office/set-up-your-microsoft-365-sign-in-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 -multi-factor-authentication-ace1d096-61e5-449b-a875-58eb3d74de14 Set up your Microsoft 365 sign-in for the following semester.multi-factor authentication]
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. == Procedure on Network Account Termination for Students Step 3 - Use and Manage== Student accounts are disabled Its important to note that when: *The Registrar marks a student as “withdrawn”;*After three months of email account inactivity*Three months after graduation, if inactive.*On termination of active (fiscal) relationship with MCLA;*On administrative need or withdrawal. The following exclusions apply: *During the time that a student MFA is turned on a leave - all access to Office 365 services will require the use of absence the account will remain activeit.*When a student is on an academic suspensionThis includes access to MCLA Email, the account will remain active for up to two semestersMicrosoft Teams and Sharepoint/OneDrive. Three months after disablement the account is deleted. Last Updated: 7-01-2017
