Re: Email address/account practices for college employees that change positions

["Barton, Robert W." <bartonrt () LEWISU EDU>]

I would recommend covering this in any Cyber Security Awareness Training.  “Even though you are no longer X,…you are 
still bound by federal regulations (FERPA, etc., etc., etc.)…and should act responsibly. Send a notice to the 
sender…pass the email along and delete any copies….”

I think this is one of those situations where you can’t cover everything.

Robert W. Barton
Director of Information Security
Lewis University
One University Parkway
Romeoville, IL  60446-2200
815-836-5663

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Jones, 
Mark B
Sent: Monday, November 02, 2015 12:42 PM
To: SECURITY () LISTSERV EDUCAUSE EDU
Subject: Re: [SECURITY] Email address/account practices for college employees that change positions

The affiliations a person can have with our institution can be very complex.  We have had people who were concurrently 
a ‘student’, a ‘employee’, and a ‘resident’.  We regularly have people who transition from ‘student’ to ‘resident’ to 
‘faculty’.  We have ‘employees’ who are concurrently in all other roles and transition to and from all other roles.  We 
have people who deal with all manner of sensitive information including personal health information.

For the last fifteen years we have given all of these people, in all of these situations, only one email address.  If 
we have ever had any issue, relating to a person retaining access to their mail after an affiliation change, I’ve never 
heard about it.  My advice is to keep it simple.  One person, one address.

From: The EDUCAUSE Security Constituent Group Listserv [mailto:SECURITY () LISTSERV EDUCAUSE EDU] On Behalf Of Katie 
Newth
Sent: Monday, November 02, 2015 12:17 PM
To: SECURITY () LISTSERV EDUCAUSE EDU<mailto:SECURITY () LISTSERV EDUCAUSE EDU>
Subject: [SECURITY] Email address/account practices for college employees that change positions

Hello everyone.

We are in the process of working through procedures on handling different scenarios of employee transfers within the 
institution.

Some concerns we have heard include:

  1.  Employee keeping or losing access to sensitive docs within their current email account if they move to position 
across campus with no need to access those documents (we are okay with cleaning out their email accounts and moving old 
emails to another location)
  2.  Future incoming emails from individuals that may not know the person moved positions - concerns around: the fact 
that they should no longer have access to contents of email (such as reports or other information not pertinent to new 
position), the email may not get forwarded to old department for replacement person to handle (once a year reports, 
etc.)

What do you all practice in terms of email address for a staff position that is moving from one department to another, 
especially those moving from a sensitive position to a less sensitive position (i.e. HR)?  Do you allow them to keep 
the same email address (ours is currently firstname.lastname@emaildomain<mailto:firstname.lastname@emaildomain>) or do 
you change it?    How about those individuals that may be a staff member and a PT faculty member?  If they are no 
longer in a staff role, do you make them change email addresses as well when they no longer should have access to that 
information going forward?  If you do change it, do you feel it causes a drop in employee morale when they no longer 
fit the normal naming scheme?

Also, if you have both short term and long term solutions, we would love to hear those as well, especially short term 
solutions.  We have some ideas around long term which include adding additional domains to separate some of this, but 
at this time we are under one domain and it would be a large project that would require buy-in.

Thanks for your feedback!

Katie Newth
Information Security Analyst
Aims Community College
5401 W. 20th Street
Greeley, CO 80634
970.339.6395 (Office)
katie.newth () aims 
edu<https://urldefense.proofpoint.com/v2/url?u=http-3A__katie.newth-40aims.edukatie.newth-40aims.edu&d=BQMFaQ&c=6vgNTiRn9_pqCD9hKx9JgXN1VapJQ8JVoF8oWH1AgfQ&r=jgMu8DNgV_dycz0rYwkNbEQq36F0BI5_Zpblz7C5LhM&m=eUy0kckjp8X6QnXAeL16nOA_ri_s1EBi13sdgFmiXuo&s=mVQnkz10IPzG14W9MdN1R8lB1oXPM511ZYdfPTpKjCo&e=>


IT staff will never ask you for your username and password.
Always decline to provide the information and report such
attempts to the help desk (x6380).

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