Electronic Accounts for Terminating Employees

The following is a policy related to electronic accounts on the Gettysburg College Network. Please read especially if you are leaving the College this year.
Administrators and Staff Leaving the College: All accounts (e.g., email, CNAV, PeopleSoft Advance C/S, Ancillary) will be terminated no later than the close of business on the employee's final day of employment. All files stored on College-owned servers will also be purged. It is the terminating administrator or staff member's responsibility to identify files that are related to College business and to move and/or copy the identified files to appropriate areas prior to being purged. It is the administrator or staff member's responsibility to inform people with whom he/she corresponds, that his/her Gettysburg email account will no longer be active. IT staff will take action to immediately remove all accounts unless the appropriate department authority requests IT not remove the account. This request must be made not later than 5 workdays before removal date through the Helpdesk of Computing Services (Response).

Faculty Leaving the College: All faculty members will be allowed to retain their accounts and data for one term following their last semester on campus. If their final semester is the fall term, files and accounts will be deleted at the end of the spring term. If their final term is the spring term, deletion will occur at the end of the following fall term. If there is a problem with a particular account, deletion of the account can happen earlier with the consent of the Provost Office. It is the terminating employee's responsibility to identify files that are related to College business and to move and/or copy the identified files to appropriate areas prior to being purged. Faculty members should be sure they have copied any personal files, email, research work, or web material they will need before they depart the campus. It is the faculty member's responsibility to inform people with whom he/she corresponds, that his/her Gettysburg email account will no longer be active. IT staff will take action to immediately remove all accounts unless the appropriate department authority requests IT not remove the account. This request must be made not later than 5 workdays before removal date through the Helpdesk of Computing Services (Response).

Employees on Sabbatical: All accounts would be maintained as if the employee were on campus. Email forwarding is possible if needed.