Account Termination Policy

This policy governs the disposition of Centre College constituent accounts precipitated by a change in status. College accounts enable user access to a variety of systems and capabilities. Once an employee or student’s account is terminated they will lose access to the following key systems:

• Microsoft Exchange Email and Office 365 Online
  o Includes OneDrive, Teams, Sharepoint, etc
• Google Documents
• Moodle
• Centrenet and any other SSO enabled sites
• Desktop login on Center College computers

Employees

• Staff who leave College employment for any reason other than termination: account will be closed 30 days following the last date of employment (per HR records).
• Faculty who leave the College at the conclusion of Spring Term: account will be terminated on September 1 of the same calendar year, allowing the individual time to establish an account at the new institution or place of employment.
• Faculty who leave the College, for any reason, during the academic year other than at the conclusion of Spring Term: account will be terminated 30 days following the last date of employment/termination date (per HR records).
•  It is a staff/employee responsibility to transfer any information on to other employees before their account is expired.
• Faculty and staff who retire from the College and who are designated with Emeriti status or who retire with a minimum of 15 years of continuous active service (as defined for Years of Service awards): account remains active and is not terminated.
• Note: Individuals whose account remain active will continue to have membership on the appropriate distribution list unless the individual specifically requests to be removed from said list. Only Centre College email addresses are included in distribution lists.
• Retired and Emeriti employee accounts which are inactive for a period of two years or more will be reviewed by ITS and HR for possible removal.
• Retired employee must still meet all security requirements levied by ITS as well as maintain compliance with Centre Colleges acceptable use policy. Using your Centre email as the primary account for a second job or to run a business is expressly prohibited.
•  Any exception to this policy must be approved by the appropriate Senior Staff official.
  

Students

• Students who complete graduation requirements from the College: account remain active until June 1 one year following the completion of their course of study.
• Students who voluntarily withdraw from the College prior to graduation: account will be terminated 30 days following the last date of enrollment (per Registrar’s Office records).
• Students who are suspended, either for academic or disciplinary reasons, and are eligible to apply for readmission: account will be terminated 270 days following the effective date of the suspension (per Registrar’s Office records) if the student has not been readmitted to the College.
• Students with an approved Leave of Absence: account remains active pending individual’s return to regular enrollment.

Early Terminations

Center College retains the right to immediately remove any employee or student access to college provided IT systems or equipment for any reason deemed to be in the best interest of the college. Requests for immediate termination will be coordinated with ITS through:

Employees: Human Resources and Legal Office
Students: Dean of Student Life and Legal Office

Individuals whose account is terminated will coordinate any appeals through the offices listed above.