Account Types and Definitions
The College of St. Scholastica recognizes various roles and account types. Each account type may have diverse access.
- Employee Accounts: Employees are individuals actively employed by The College of St. Scholastica.
- Student Accounts: Students are individuals currently enrolled at The College of St. Scholastica.
- Alumni Accounts: Alumni are individuals who have had at least one degree conferred by The College of St. Scholastica.
- Affiliate Accounts:
- Faculty Emeritus/Faculty Emeriti: Individuals whom The College of St. Scholastica has granted the Faculty Emeritus title.
- Monastery: Individuals with an account associated with the Duluth Benedictine St. Scholastica Monastery.
- Contractor Affiliate: A contractor or vendor account that is associated with The College of St. Scholastica. This includes businesses or individuals who provide services, supplies, or other support to the college through formal agreements or contracts.
- D2L/Brightspace: Individuals who need to have access to Brightspace for their work (i.e. interpreters).
- Network: Individuals that need to be able to log onto the network but have no other access.
Authorized Users
Authorized Users of College resources include employees, contracted affiliates, all currently registered students, and alumni of the College. Temporary privileges will be given, as appropriate, for official guests at the College. Unauthorized users may not use the College's systems or networks.
Account Creation, Usage, and Suspension
If an authorized user of the College enrolls in any program or is hired as a College employee, a new, empty account will be created for them. Accounts types and their creation, usage, and suspension details are outlined below.
Employee Accounts
- Upon completion of the Human Resource onboarding process, including data entry completion by Human Resources staff, an employee account will be created for the new hire.
- Upon termination of employment, the employee’s account will be suspended. Employees should be familiar with account expectations, including transferring of Google My Drive and Brightspace course content. Read Separating Employees: What to Expect for more information.
- Supervisors of the terminated employee must complete the separation checklist found in the HR service portal.
Terminated Employees + Active Students:
- Upon termination of employment and if there is an active student registration for the current or future term, a new student account will be created for the terminated employee. No content will be transferred from the employee account.
- Human Resources and Information Technology staff are responsible for communicating and providing the new account information to the terminated employee/current student.
- Employees should be familiar with account expectations, including transferring of Google My Drive and Brightspace course content. Read Separating Employees: What to Expect for more information.
Terminated Employees + Alumni:
- Upon termination of employment and if there is a conferred degree at the College, the account will be suspended. Employees should be familiar with account expectations, including transferring of Google My Drive and Brightspace course content. Read Separating Employees: What to Expect for more information.
Student Accounts
- Upon acceptance to the College and upon registration, a student account will be created for the enrolled student. Students may use a College email account for student purposes.
Alumni Accounts
- Upon conferral, a student account is then recognized as an alumni account. Recent graduate alumni will have one year after conferral date to access their account before the account is suspended. The Alumni Account Policy outlines further details. Recent graduates or graduating students can read Graduating Students - Account Access for more information.
Affiliate Accounts
- Affiliate accounts will be created only when necessary and must be approved by the relevant department head.
- Each affiliate account will be assigned the least level of access necessary to complete the specific tasks associated with its use.
Affiliate Account Types:
- Contractor Affiliate:
- Contractor affiliate accounts should be disabled by default and only enabled when the vendor or contractor needs to carry out support services.
- A new password must be provided for each login session.
- Accounts must be disabled immediately after the completion of the required tasks.
- Deletion: After 1 year after the account is disabled, the account will be deleted.
- Emeriti Affiliate:
- When a faculty member is granted emeritus status, a new, empty emeriti affiliate account will be created when the Emeritus is no longer employed as a faculty of the College.
- Emeriti of the College may maintain an email account provided by the College as long as they abide by the College Accounts, Password, MFA, Email, and Security policies.
- Monastery Affiliate:
- Monastery affiliate accounts are created on a case-by-case basis.
- Monastery affiliates of the College may maintain an email account provided by the College as long as they abide by the College Accounts, Password, MFA, Email, and Security policies
Account Monitoring and Auditing
Access to systems and networks owned or operated by The College of St. Scholastica is a privilege that imposes certain responsibilities and obligations and is granted subject to College policies and local, state, and federal laws. It is the responsibility of each user to ensure that the College's technology is used appropriately.
The primary purpose of the College’s email system is for correspondence relating to the mission of the College. Email is a resource provided to the College Community to enhance the performance and productivity of the College. The College Community recognizes that the hardware, software, and network resources used by the email system as well as email correspondence are owned by the College.
The College does not intend, as a matter of policy, to monitor the use of technology (including email) and will respect individual privacy to the extent feasible. However, users understand and consent to any monitoring of network services deemed necessary by the College in its discretion to investigate and enforce its Computer and Network Policies, maintaining the integrity and efficient operation of the College's systems, or as may be required in connection with legal requests.
- Contractor Affiliate:
- All activities performed using affiliate accounts will be logged and monitored.
- Regular audits will be conducted to ensure compliance with this policy and to identify any unauthorized access or usage.
Account Expiration Timelines
- Authentication Session: A session initiated by logging into the College's authentication portal/Single-Sign-On with a web browser.
- Account Suspension: Accounts that have not had a password reset for six months will be suspended.
Account Suspension Notices
The Information Technologies Department is responsible for sending password expiration notices and account suspension notifications. The College’s Password Policy outlines expiration and suspension notification timelines.
Reactivate Requests
- Employees and Students: All employees and students can request account reactivation by using the Request Account Reactivation service.
- Alumni: Alumni will not have accounts reactivated.
- Affiliates: All affiliate account types must contact their College sponsor who can work with Human Resources.
Account Deletion
Suspended accounts will be permanently deleted after an additional six months of inactivity and cannot be restored. No additional notice will be provided prior to the deletion of the suspended account.