Former Employee - Affiliate Email Account Procedure

Division: Institutional Effectiveness
SCC Policy Number: SPR 3.3.21.2
OPR: VP of Institutional Effectiveness
Issued: 4/26/2024
Revised:
Approved SCC President/CEO: 4/26/2024
Reference KCTCS Policy: KCTCS Email Policy 3.3.21, KCTCS Information Technology Acceptable Use Policy 4.2.5

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Overview

The following process details the steps necessary for seeking approval for a new KCTCS Affiliate email account and the steps required to get the account set up if approved.

Process

1. At least thirty days (one month) prior to email disconnect (ending of employment), employees seeking an affiliate email account should contact their supervisor regarding the need for an affiliate email account.
2. If the supervisor approves, they should then seek the approval of their Vice President. If both the supervisor and the Vice President agree that an affiliate email account is warranted, the supervisor shall contact the requesting employee and ask them to complete the online form to start the account creation process.
3. The requesting employee will then go to Affiliate Request, input all required information, and then submit a request for a KCTCS affiliate email account. Requesting employees must also identify a KCTCS responsible party (sponsor) during this process. This responsible party should be the requesting employee’s immediate supervisor.
4. Once the requesting employee completes the required online form, the supervisor of the requesting employee will receive a link to another form requesting additional information pertinent to the account creation including the rationale and the timeframe for the requested affiliate email account and other essential information. The supervisor will input all required information and then submit the request via the form.
5. If the required information is provided, an affiliate email account approval will be sent to SCC Information Technology (IT) staff who will review and either forward on or reject. Additional information may also be required.
6. If affiliate email account request is approved by SCC IT staff, request is automatically sent to system office Human Resources (HR) to enter into Peoplesoft and retrieve the employee’s ID.  If approved, an email notification will be sent to the requestor’s sponsor, informing them of the approval.  Additionally, the request will be forwarded to the KCTCS IT Staff and Security Team for further processing.
7. If additional information is needed, the requestor’s sponsor will be contacted. If no additional information is required, the account is created, and email notification is sent to sponsor and affiliate.
8. Once the affiliate has been contacted via email regarding the new affiliate account creation it is the responsibility of the affiliate account holder to verify the functionality of the email account prior to leaving employment.
9. The affiliate account will terminate automatically at the end of the approved timeframe. If additional time is needed on the affiliate email account, the affiliate account holder and the appropriate supervisor can repeat this procedure.