3.12 – Seminary Account Login Policy

Purpose of Document:

To define Asbury Theological Seminary’s policy for creating Active Directory and associated accounts used to log in to Seminary systems. This policy applies to all users who are provided with a Seminary account.

Executive Summary: 

  • New accounts will be created when requested by the appropriate office through appropriate channels. 
  • Changes to accounts will be approved on a case-by-case basis when appropriate documentation is provided through appropriate channels. 
  • Accounts on ATS servers belong to ATS. This applies to both active and suspended accounts.
  • Misuse of Seminary login accounts is prohibited.
  • The accounts of graduating students will be transferred to alumni accounts. 
  • The accounts of withdrawing students and terminated employees will be terminated according to specific guidelines. 

Policy:

New Accounts

  1. Account requests for new employees and contractors are initiated at the time of hire. No employee/contractor accounts will be created until notification is received from HR. This includes phone systems and facility access.
  2. Account requests for new faculty, teaching assistants, dissertation coaches, etc will be initiated by the Provost’s Office. No such account will be created until notification is received from the Provost’s Office. This includes phone systems and facility access.
  3. Account requests for new students will be initiated by Admissions when a student confirms their intention to begin classes.

Account Changes

  1. Requests for account and/or email name changes will be handled on a case by case basis with verification from the appropriate account “owner.”
    1. For Faculty, the request should come from or be verified by the Provost’s office.
    2. For Staff, the request should come from or be verified by HR.
    3. For current Students, the request must come from the Registrar’s Office as they require accompanying documentation (e.g. wedding license) to change names in the Student Information System.
    4. For Alumni, the request should come from the Alumni office if they are unable to change it themselves.
    5. For all others, LITS Staff will attempt to verify the name change through the appropriate channels.
  2. Regardless of the constituent type, all efforts should be made to retain an account or email name consistent with data in various student, HR, and Faculty systems. Changing account names to something that cannot be easily linked back to a specific record should be avoided.
  3. LITS Staff will make the necessary changes and attempt to contact the individual via both Seminary and non Seminary email addresses.

Privacy

  1. Accounts on ATS servers belong to ATS. This applies to both active and suspended accounts.

Prohibited Actions

No user with a Seminary account may take any of the following actions: 

  1. Use any Seminary system in such a way that violates laws, regulations, or Seminary policies and procedures.
  2. Share username and password information with another individual for the purpose of gaining permissions to a Seminary system without appropriate authorization and notification to LITS. 

Graduating and Withdrawn Students

  1. Graduating students are transitioned to alumni accounts upon graduation. Alumni accounts have reduced access to some services. Recent Graduates will also retain their asburyseminary.edu email.
  2. Accounts of students who withdraw without graduating are suspended when the Registrar marks their Student Record as Withdrawn, Inactive, Canceled, or Discontinued. Students with outstanding balances will retain access to the Student Portal for payment purposes. 

Employee Terminations

  1. Once the effective termination date has been determined by HR/Provost, the account of a terminated employee/faculty is disabled at 5 pm EST on that date. With the exception of employees who are also students or alumni, exceptions to disabling such accounts and the duration of the exceptional extension require approval from Human Resources/Provost.
  2. Upon HR’s/Provost’s request or approval, the employee’s supervisor shall be permitted access to ATS systems used by the terminated employee, after the employee’s termination date. For members of academic departments, the Provost’s Office must also grant approval and would serve as supervisor.
  3. For additional information, see Termination of Employment Policy. 

LITS Staff reserve the right to modify this policy at any time.

Approvals: 

  • LITS: October 11, 2019
  • Cabinet: January 2021

Next Review: 

  • January 2022