MCCB POLICIES

Section 2: Staff Employment

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Network/Email Access and Termination Policy

Initial Date of Adoption: September 15, 2017

Reference:

2.12

Page: 1

Code Number:

Revision Date:

NETWORK/EMAIL ACCESS AND TERMINATION POLICY

Network and Email Access

The mechanism for official Mississippi Community College Board (MCCB) communication for all community members is the mccb.edu email address and network account which provides access and privileges for use in connection with all business and activities of the Agency. As such, these email accounts (and all work-related electronically stored information) are legally the property of MCCB, not the individual user who is assigned an account.

All MCCB employees are required to sign the Acceptable Use Policy for Technology. After which, and upon official employment, network and email access will be granted.

MCCB expects individuals to use their assigned email accounts in a manner that does not violate MCCB policy or standards, violate the privacy rights of its employees, disclose confidential information or otherwise detract from or cause harm to the Agency and/or individuals employed or associated with the Agency. This prohibition includes any email that violates the law. In addition, MCCB employees may not disguise or fraudulently represent their identity when using the MCCB email system.

Employee Account Termination

Network accounts for an employee who terminates employment with MCCB, for whatever reason, will be: a) disabled on the last day of employment, and b) archived (all content) after 90 days. Access to an email account to retrieve “personal” information is not guaranteed.

An automatic email reply will be established to inform the public that the email account in question is no longer in use.

Managers may request and be granted access to an individual’s email account upon termination of employment for business continuity purposes. In these instances, the manager will typically be granted access for a period no greater than one month after an employee’s last day of work. Exceptions will be made on a case by case basis with a compelling rationale. Upon the conclusion of this period, the account and its contents will be terminated.

In all cases, no person may retain a copy of any private or confidential work-related email or electronically stored information after the termination of employment.

CONSEQUENCES:

Any user who knowingly and willingly violates this policy is subject to discipline, as set forth in Policy 2.8 of the Mississippi Community College Board Policies and Procedures Manual. Furthermore, in the event of an illegal activity, the user will also be reported to the appropriate law enforcement authority.

If an employee has any questions regarding this policy or any situation not specifically addressed in this policy, the employee should see his/her supervisor.

REVISION: This policy is subject to revision. MCCB will adequately post revisions, but it is the assignee’s responsibility to ensure that his/her use of MCCB resources conforms to current policy. I have received a copy of the MCCB Network/Email Access and Termination Policy that was initially adopted by the MCCB Board on September 15, 2017. I agree to abide by the policy terms as a condition of my employment with the Mississippi Community College Board.

Name:_____________________________________________________________________________________________

Date:______________________________________________________________________________________________