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Procedures for the Continued Access of Retired Employees to Laurier Information Technology (9.1)
This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: Vice-President: Finance and Administration
Original Approval Date: June 1, 2023
Date of Most Recent Review/Revision: N/A
Administrative Responsibility: Information and Communication Technologies
Parent Policy: 9.1 Use of Information Technology
1.0 Purpose
1.1 Continued use of Laurier Information Technology by retired employees is recognized to have a beneficial impact on research, teaching, and other university operations. The following procedures are intended to balance both the need of retired employees with continued ties to Laurier to access the information and resources they require, and Laurier’s responsibilities to protect against the unnecessary disclosure of confidential information.
2.0 Definitions
For additional definitions, see Policy 9.1 Use of Information Technology.
2.1 Laurier Information Technology (Laurier IT): includes, but is not limited to, any:
2.01.01 Computing or communication devices and associated peripherals, including desktop computers, laptop computers, mobile devices, or wearable devices, video and other multimedia devices, classroom technology, facsimile machines, scanners, copiers, printers, thin clients, and telephones.
2.01.02 Computing or communications infrastructure and related equipment, including servers, switches, wired and wireless networks.
2.01.03 Programs or software, including desktop applications, mobile apps, websites, and online or external information technology and cloud services, software, or solutions (as defined in Policy 9.5 External Information Technology and Cloud Services).
2.01.04 Services and accounts including Internet and intranet access, email, network storage, and voicemail that is owned, managed, hosted, or provided by Laurier or a third-party provider on Laurier’s behalf.
2.2 Laurier Employee Information Technology Resources (Laurier Employee IT Resources): includes resources such as an @wlu.ca email account and Laurier IT that is only made available to employees. The limiting of these resources may be required by licencing and other agreements, as well as legislation, university policies, and other operational needs.
3.0 Retired Employee Access
3.1 Employees (faculty and staff) once retired will be provided with continued access to certain IT resources, including a Laurier provisioned email account. To address how this change in status affects legislative and licensing requirements, retired employees will be issued a new email address which will identify their status as having retired from Laurier.
3.2 As part of the transition-to-retirement process, soon to retire employees will be notified of the upcoming change in their access to Laurier Employee IT Resources. They will be informed that, unless continued use of Laurier Employee IT Resources are required for ongoing work with Laurier, they will have a specified amount of time to move any personal, research, or teaching files to a new email account before access to their employee email account and other Laurier Employee IT Resources is removed.
4.0 Granting Retired Faculty Members Access to Employee IT Resources
4.1 Retired faculty who require continued access to their employee email account and other Laurier Employee IT Resources must request a sponsored account. This request will be facilitated through submitting an Extended Access for Retired Faculty Request Form.
4.2 Once this request has been approved, the retired faculty member will be issued a sponsored account for a limited amount of time, subject to renewal as permitted.
5.0 Retired Employees Working at Laurier
5.1 Retired Faculty and Staff who return to employment at Laurier (e.g., in the role of Contract Teaching Faculty, contract staff, or temporary floater pool employee), and require access to Laurier Employee IT Resources for that position, will be re-issued a Laurier employee email account and regain access to Laurier Employee IT Resources for the duration of their employment.