Account Overviews 

Members of the University community are provisioned accounts suitable to their role at the University.   

  1. All IT Accounts  
    1. Users are to contact their Dean/Director or ITS if they believe they are eligible for an account and do not have one. ITS may confirm eligibility with Office of the Registrar, Human Resources or an employee’s Dean/Director.  
  1. All Employees
    1. Deans, Directors, Managers or their designates must notify ITS of all new employees requiring IT accounts, including all contract academic staff contracts. Verification of contract dates may be sought from Human Resources.
    2. ITS may publish employee office phone numbers and e-mail addresses in University directories unless otherwise notified by the appropriate Dean/Director. 
    3. In most cases, one person will be granted one IT account. Exceptions are managed in discussion and with approval of a Dean/Director/Manager (for example, where a BU Student is employed in a PSAC role needs a separate employee account to fulfill tasks in the employee role). Generic accounts are configured as shared mailboxes and assigned IT accounts are then given access. 
    4. IT account names are unique identifiers. When two employees have the same name, or same last name and first initial, the following conventions will apply. Employee naming convention is based on Last Name, First Initial.  
      1. Example: John Smith smith
      2. Where an identical or similar name is needed for a new account, secondary letters of the first name are appended. 
        1. Example:    John Smith is smithjo 
        2. James Smith is smithja 
    5. All Employee accounts are added to the BU_Admin list for receipt of institutional communications to employees. Employees may not opt-out as this list may be used to circulate important information in the event of emergencies. 
    6. In keeping with IT Acceptable Use Policy and other campus policies, there may be times when IT Services takes action to disable an Employee Account to mitigate a security threat or to enforce another policy. This action will be taken in consultation with Human Resources and the employee’s Dean/Director.  
    7. ITS is notified of employment end dates of permanent employees by the appropriate Dean/Director or by Human Resources (through the report on staff changes). When ITS is notified of an employment end date by a Dean/Director, ITS may contact Human Resources to confirm. Employee accounts, with exception of contract academic staff (CAS) teaching faculty and BUFA Retirees, will be deactivated on the last day of employment with Brandon University.  
    8. If an employee is on a long-term leave, the Dean/Director/Manager is responsible for ensuring business continuity and may seek access to Brandon University information, including access to the IT account, through request to IT Services and in consultation with Human Resources. 
    9. If an employee changes employment roles at the university, the employee and Dean/Director/Manager will ensure that critical or sensitive business records contained in email, OneDrive, and other account-specific storage locations is repatriated to the office of original role. 
    10. Departments/faculties are accountable to inform ITS of role changes and any subsequent access changes that are required. ITS may verify access requirements with the appropriate Dean/Director or designate.  
    11. Deans/Directors/Managers can request access to the Employee account after employment end date to facilitate business continuity and knowledge transfer. Account data remains available in the Exchange system for a period of one month after account disablement. Data restore becomes more difficult after this 1-month period. If Deans/Directors/Managers require access to offboarded employee account information beyond a period of 3 months, HR approval is required. 
    12. For exceptional purposes of migrating essential data to personal storage locations, beyond the last day of employment, any access to an IT account by a former employee, must be approved by the appropriate Dean/Director/Manager and by HR. Accessibility to records is dependent on system retention schedules and backup cycles.  
    13. When auditing accounts for clean-up purposes, ITS will notify Deans/Directors of employee accounts that have been inactive for at least one year. Following the notification process, ITS may deactivate the email account. 
    14. Employees who pass away will have their email deactivated upon notification to IT Services. To facilitate business continuity, access will be granted upon request to Dean/Director/Manager for a period of 3-months, unless an extension is approved by HR. The email will be retained for a period of 12 months. HR will advise IT Services on any requests for information access from next of kin.
  2. Term Appointments
    1.  Term employees will have their IT account set with an expiry date in line with the end of their contract. Deans/Directors/Managers are responsible to notify IT Services of extensions to term contracts. 
  3.  BUFA – Contract Academic Staff
    1. Deans/Directors of their designates will notify ITS of all contract academic staff contracts, including returning contracts. Accounts for contract academic staff will be provisioned as soon as possible following notification of signed contract. All contract academic staff accounts will include an expiry 12 months following the end of contract. 
    2.  Contract Academic Staff information is not published in the Brandon University phone directory.
  4.  PSAC Members
    1. When BU Students are hired into PSAC positions at the University, by default they should continue to use their BU Student account for work purposes. However, in some cases, the role may require the creation of a separate employee account. Employee accounts for PSAC members is done upon request of the Dean/Director/Manager and with ITS approval. The PSAC employee account is set to expire in line with the end of the employment contract. 
    2. PSAC employees who are not BU students will have employee accounts assigned. IT Services will validate whether a PSAC employee is registered as a BU student at time of account request. 
    3. When a PSAC employee account is created, Deans / Directors / Managers / Supervisors are accountable to inform ITS of changes to contract dates. ITS may verify contract dates with Human Resources.
    4. When BU students are hired into PSAC positions, their BU student account may be granted access to a unit’s shared mailbox, drive or other information storage location to facilitate work of their role. Access will be removed in line with the end of the contract. Deans/Directors/Managers/Supervisors are accountable to inform ITS of changes to contract dates. ITS may verify contract dates with Human Resources.
  5.  Other Employee Types: Exempt, MGEU, IUOE
    1. When Academic Administrators (Exempt) complete their terms and return to regular Faculty positions, all information pertaining to the Administrator role must be repatriated to the Administrator Office. The Administrator Office is accountable to inform ITS of the access changes required.
    2. In some cases, BU students hired into MGEU roles will continue to use their BU student email for purposes of time and attendance (e.g. Food Services).
  6.  Retirees
    1. Upon request and with HR approval, retiring employees of BU will be provided a retiree email account, separate from their employee account. The account is for individual use and terms of the IT Acceptable Use Policy apply.
    2. Retiree accounts do not receive BU_Admin emails, as that list is intended for information distribution to active employees. 
    3. IT Services will report daily on inactive retiree accounts. After a retiree account has been inactive for 23 months, a warning email will be sent. After 24 months of inactivity, the retiree account will be disabled. 
    4. When IT Services is informed that an individual with a Retiree account passes away, the account will be deactivated and the email will be retained for a period of 12 months. Requests for information access from next of kin will be directed to HR and the applicable Dean/Director for coordination. 
  7.  BUFA Retirees
    1. BUFA retirees retain their employee IT accounts for a period of 1 year from retirement to facilitate applications for University Scholar or Emeritus Status. The BUFA retiree will retain their BU employee email account for a one-year period along with web-only versions of Microsoft Office 365 (including limited one-drive storage space). Generally, the A1 Microsoft license is assigned to meet this need. 
    2. As a retiree, BUFA retirees will no longer receive emails sent to BU_Admin.
    3. Upon advance notification and confirmation of BUFA retiree employment status by HR, ITS will contact the retiring BUFA employee, the Dean of the appropriate faculty, the Dean’s Assistant and the CIO prior to the employee’s retirement date advising of the IT user account/email address provisioning after retirement
    4. BUFA Retirees will have their accounts set with 12-month expiry from date of retirement. If Emeritus / Adjunct / University Scholar status are not granted in that time, then upon request and with HR approval, the retiring employee will be provided a retiree email account, separate from their employee account.  The account is for individual use and terms of the IT Acceptable Use Policy apply. This account does not receive BU_Admin emails.
    5. Prior to the one-year mark of retirement, the BUFA retiree may request to extend their one-year period to retain their email address; however, they will no longer have access to the web-only versions of Microsoft Office 365 (including the one-drive storage space) after the one-year mark. Generally, an M365 Alumni/Retiree license is assigned in this case. HR approval must be obtained with HR providing ITS with the new expiry date for the email address.  
  8.  Emeritus/Emerita
    1. If during the initial year of retirement, a BUFA member is granted Emeritus/Emerita status, the Dean/Director or their designate is accountable to inform ITS of the ongoing access required. In line with provisions on the Emeritus/Emerita policy, ITS will ensure establishment of the user's employee account with email access only. Generally, an M365 Alumni/Retiree license is assigned in this case. This account will receive BU_Admin emails.  
    2. Emeritus/Emerita accounts are for individual use and terms of the IT Acceptable Use Policy apply. IT Services may verify access requirements with the Dean/Director.
    3. When IT Services is informed that an individual with Emeritus / Emerita status passes away, the account will be disabled and the email will be retained for a period of 12 months. Requests for information access from next of kin will be directed to HR and the applicable Dean/Director for coordination.
  9. University Scholar and Adjunct
    1. When a user is granted Adjunct or University Scholar status, the Dean/Director or their designate is accountable to inform ITS of the account and/or access required. IT accounts for individuals with theses statuses will be set to expire upon terms of the status. ITS may verify status dates with the Office of the President for University Scholar status. ITS may verify status dates with the Office of the AVP Research and Graduate Studies for Adjunct status. 
    2. Users with Adjunct or University Scholar status will receive BU_Admin emails.  
  10. Community Member/ Visiting Faculty/ Sponsored Accounts
    1. Should an individual require an account for University activities, where an employee relationship is not established, a department/faculty may sponsor an employee account with approval from the Dean/Director and the Chief Information Officer. Wherever possible, ITS encourages departments to consider collaboration platforms that do not necessitate creation of a BU account for external parties (e.g. MS Teams). However, in some cases, there is a technical or business need for a BU account to be assigned (e.g. sharing research data, or for community engagement and programming activities). 
    2. An annual expiry date of Aug 31 is on these sponsored accounts, and can be extended with approval of the applicable Dean/Director and from the Chief Information Officer.