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CNet CLOSURE PROCESS FOR FACULTY AND OTHER ACADEMIC APPOINTEES

DEFAULT CLOSURE PROCESS

Those transitioning to an Emeritus status continue their normal access to services. IT Services (ITS) discontinues access to most services when all other faculty and other academic appointees leave the University.

A 45 day automated closure process begins when a person’s status in the University’s payroll system changes from an active to an inactive state. Access to the following services is discontinued on the 10th day after the status has changed:

  • Wireless network
  • VPN – using “AnyConnect” to connect an off-campus computer to the campus network
  • University proxy service for off-campus access to licensed Library resources
  • Technical support through the ITS Service Desk except for matters related to the closure process.

Access to ITS operated services is discontinued on the 45th day after the status has changed. Access to Chalk remains possible, as determined by access rights to specific courses.

Automatic email notices are sent to the separating person as follows:

Steps in Closure Process
Day Primary purpose
3 Initial notice and confirmation of impending departure
9 Reminder of Day 10 changes to service
31 Reminder – 2 weeks until closure
38 Reminder – 1 week until closure
42 Reminder – 3 days until closure
44 Final closure notice

TWO WAYS ASSOCIATE DEANS CAN CHANGE THE CLOSURE PROCESS

When the Dean’s office intends to reappoint a faculty member or other academic appointee, the Associate Dean may elect to continue their account privileges for the interval between appointments by asking a Trusted Agent for the Division, School, Institute, or Department to Bridge their services. This option is available for any faculty member or other academic appointee who has held an active appointment within the past year, and it may be used to extend access to services for up to nine months.

If the appointment of a faculty member or other academic appointee is ending but they continue to need wireless and/or forwarding of email sent to their @uchicago.edu address for some period of time, the Associate Dean can ask a Trusted Agent to Extend their wireless access and email forwarding for up to ten years.

The University provides the Bridge and Extend capabilities only to enable individuals to fulfill their obligations to the University in connection with their ending or pending appointments. Since individuals in the following titles should not have obligations to the University, it follows that Bridge or Extend should never be used for appointees or affiliates who are a Visiting Scholar, Visiting Scientist, Associate, External Postdoctoral Researcher, or Clinical Observer. Individuals with these titles should have credentials and email addresses that become active at a time as close as possible to the individual’s physical arrival on campus, and that end as soon as possible after the sooner of (1) the visitor’s departure from campus or (2) the approved appointment end date.

WHAT ABOUT NEEDS NOT COVERED BY BRIDGING, EXTEND, OR DEFAULT CLOSURE?

If none of the above is suitable, the Associate Dean should work with the Provost’s Office to determine the best course of action.

RESPONSIBILITIES OF ASSOCIATE DEANS

The University relies on each Associate Dean to inform faculty or other academic appointees of the specific closure process that will pertain to them when their appointments end.

Closure process Guidance to faculty member or other academic appointee
None (transition to Emeritus) Normal access will continue.
Default Anticipate and follow guidance in automated closure email messages.
Bridge Normal access will continue for the interval selected by the Associate Dean.
Extend Only wireless and email forwarding access will be maintained. Anticipate and follow guidance in automated closure email messages.

References

  1.  The automated closure process described in this document is subject to change. Current information can be found here: https://itservices.uchicago.edu/policies/it-services-account-closure-policies-and-procedures
  2.  The list of current Trusted Agents and associated information can be found here: https://itservices.uchicago.edu/page/trusted-agents-list

Category: Account and Identity
Expiration Date: September 22, 2019
Policy Owner: leilani