April 30, 2014

Important changes to U of L Email and related services

Standards

IT Services – Access Standards Released

Recently a number of significant documents (five in total) describing the University’s rules for granting and revoking a number of technology services were created by a University representative committee and authorized by the CIO. These documents describe the various services available to faculty, staff, students, alumni and outside entities that desire the use of the IT infrastructure of the University. The material is available on the University of Lethbridge policy website, which is publicly available here: http://www.uleth.ca/policy. To review, set the filter on “Information Technology” and the documents will appear alongside the password standard, acceptable use, and screen saver policies.

IT Services encourages all University users to review these documents to familiarize themselves with their contents. See below for a summary of major changes.

Major Highlights of the Data Access Standard documents

Employees/Administrative Staff

  • Effective immediately, University of Lethbridge employees will no longer be eligible for “email for life” when they retire. From the moment of termination, access to email will be removed. An automated message indicating failure of receipt will be active for 3 months. As always, we strongly encourage administrative staff not to use their uleth.ca address as their primary personal contact email. Many free services offer competitive, secure email products and should be used instead. Personal emails are permitted in uleth.ca accounts however, extensive use is not advised.
  • A separate staff drive (similar to the P: Drive) will be created for University business use in order to separate student data from University data. Once employment is terminated, access to this drive will be removed.
  • Exception cases exist where an employee is also a currently enrolled student.

All individuals who are currently receiving an email for life benefit will not have their services revoked. This affects only new retirements of administrative staff from May 1, 2014 and beyond.

Faculty

  • If not retiring in good standing, email access will be removed immediately. An automated message indicating failure of receipt will be active for 3 months. For those that retire in good standing, their uleth.ca email will be available for life.
  • A separate staff drive (similar to the P: Drive) will be created for University business use. Once employment is terminated, access to this drive will be removed (regardless of retirement standing).
  • Exception paths exist for reinstating access through department chairs, deans, and the University Provost.
  • Academic/research data will not be deleted, but this provision is only temporary until a data retention committee can identify a more permanent solution that better handles this type of information.

Students

There are no changes to current service practices, which include:

  • Access to email terminates approximately one year after the last registered class is completed.
  • Access to the personal drive (P: Drive) terminates approximately one year after the last registered class.

Please see the document for additional details.

Alumni

  • After graduation, a new email address, @alumni.uleth.ca, will be assigned and enabled for life, or until a removal request has been received. Instructions will be available to help transition content between student addresses and the new alumni addresses if desired.
  • No additional services will be available for alumni other than email/Bridge access. Access to services such as the library will determined according to individual policies and regulations.

External Groups

  • Temporary accounts require approval from a sponsor’s supervisor, unless they are a Dean, Executive Director or a higher ranked official.
  • All temporary accounts will auto-terminate based on the usage dates provided at the time of their creation.

If there are any specific questions about these new standards, please do not hesitate to contact Kevin Vadnais, Manager, Information Security Office.

Phone: 403-332-4056    Email: kevin.vadnais@uleth.ca