Dean’s Measure no. 6/2016

Charles University, Faculty of Social Sciences

 

Dean’s Measure no. 6/2016

 

Title:

Establishment and Termination of User Access to Information Systems at FSV UK

 

In effect from:

1. 2. 2017

 

In Prague on January 27, 2017

PhDr. Jakub Končelík, Ph.D.

Dean of the Faculty

Article 1

Electronic Identity of FSV UK User

The life cycle of the FSV UK user's electronic identity is governed by the CAS Rectorate System - Central Authentication Service of Charles University. This system divides identity into three groups:

1. Accounts with the "staff" attribute, i.e. employees with HPP (the main employment relations)
2. Accounts with the "member" attribute, i.e. DPP and DPČ (agreement to complete a job and agreement to perform work) employees and external staff, i.e. persons without employment or study relations to FSV UK
3. Accounts with the "student" attribute, i.e. students (any form, any program including PhD students, except for ERASMUS exchanges)

Whois Rectorate System is the main system for establishing the electronic identity of FSV UK employees. Students’ identities, including the foreign ones, are established in the SIS system. Access to the systems administered centrally by the faculty is arranged by the CIVT staff on a proposal from a senior worker or a grant researcher.

 

Article 2

Establishment of User’s Electronic Identity

Activation of an employee's account in Whois is governed by labour-law relations with the faculty, i.e. the earliest date of establishment of the account is the date of commencement of the employment relationship or effective date of the agreements to complete a job or to perform the work. The account is activated by FSV UK's Personnel Office no later than 10 days after such a relationship has been established. The staff member of the faculty notes that throughout the duration of his/her labour relations with the faculty s/he will use its resources, such as shared disk storage or faculty email, only in order to perform his or her work.

Student accounts are established on the basis of enrolment in studies within 10 business days. Both student and employee‘s user accounts can be used within 24 hours after the above systems (Whois, SIS) have been synchronized with the CAS system.

 

Article 3

Termination of User’s Electronic Identity

An active employee‘s account in the WhoIs system is terminated on the date of termination of the employment relations with the faculty. For the next 90 days, access under this account is still available to the faculty email and faculty network. In this period, an auto-reply is set in the user's email account, which informs in each incoming message that the respective user‘s labour relations with the faculty have been terminated.

In justified cases (such as retirement), the employee may file a request to delay the user account deactivation. Such a request is approved by the head of CIVT upon the statement by a senior employee of a given staff member.

The head of the department which the employee is leaving (i.e. the director of the institute, the head of the department, the head of other integral parts, the faculty’s secretary or the head of the dean's office) may, within a withdrawal period of 6 months following the termination of labour relations with the faculty, approach the head of CIVT with a request to change the access of an outgoing employee in the following form (the Dean of the faculty decides on the request upon the statement from the head of CIVT):

1. G suite (previously Google Apps):

• archiving of data from G Suite of the outgoing employee, i.e. email correspondence and files created in this environment
• re-activation of his/her email account - in this case only the so-called delegated access for a particular employee will be set for the reactivated account and auto-reply in any incoming emails indicating that the user does not work at the faculty any longer.

2. delivering the archive of the Samba user profile of a respective employee, i.e. his/her desktop and documents, to the folder requested by him/her in the G Suite.

In the event that a senior employee does not submit a request for any of the above changes for an employee terminating his/her labour relations with the faculty, this account will be cleared in the G Suite one year after the expiration of the withdrawal period, i.e. 18 months after termination of the labour relations with FSV UK, and the account in the Samba system will be cleared 6 months after the expiration of the withdrawal period, i.e. 12 months after termination of the labour relations with FSV UK.

The active student account terminates on the day of fulfilment of the study obligations towards FSV UK in the SIS system. Within the next 30 days, however, students can still use their Samba account. They can use their faculty mail account permanently.

 

Article 4

Exceptional Suspension or Cancellation of the User's Electronic Identity

In the event that a user abuses the faculty accounts for activities that violate the laws of the Czech Republic, grossly violates good morals or deliberately damages the good reputation of FSV UK, the faculty reserves the right to suspend or cancel his/her electronic account with immediate effect, without the right to access the data associated with it. The same step may be taken by the faculty if the faculty account has become an immediate security risk (for example, by being used as an automated tool for spreading illegal web content). The Dean of the faculty decides on such precautions on the proposal of the head of CIVT and the statement by the Vice-Dean's for development.

 

Article 5

Changes in the Relations to FSV UK and Their Impact on User's Electronic Identity

 

1. Change of relations from a student (a FSV Student attribute) to an employee (a FSV Staff attribute)

Reason for a change:

The change occurs when a student has left his/her studies or completed his/her studies and becomes an employee or becomes an employee in parallel with his studies.

 

Changes and access:

The user obtains the name email in the form of the name.surname@fsv.cuni.cz, or also access to the shared calendar and folders with documents depending on the respective organizational unit at FSV UK and the nature of employee‘s work. The user is automatically classified in the email group - zam@fsv.cuni.cz.

A user who becomes an employee of the faculty in parallel with his/her studies is obliged to clearly separate in his/her email account the work-related correspondence from the correspondence related to his/her study (e.g. by using tabs or folders).

 

Termination of relations:

Upon termination of employment, all name emails are removed from the user. S/he retains only a numeric form of the email (12345678@fsv.cuni.cz). S/he is also denied access to the shared folders and calendars. The CIVT staff will remove access upon request from a senior worker to the leaving employee.

In the internal CIVT databases, the user acquires a special role because s/he keeps the mailbox also after his/her employment has been terminated like a (former) student or graduate.

 

2. Change of relations from a student (a FSV Student attribute) to an employee (a FSV Member attribute)

The reasons for the change and access are the same as in Article 3.1, but the establishment of a name email must be requested by the head of the organizational unit where the employee assumes his/her job.

 

3.           Change of relations from an employee to a student

 

a) FSV Staff attribute

Reason for a change:

The change occurs when the employee becomes a student of full-time studies at FSV UK and at the same time terminates his/her labour relations with FSV UK.

 

Changes and access:

The user loses access to shared calendars, shared folders, and documents of his/her original organizational unit. The user is removed from the email group - zam@fsv.cuni.cz. All the name emails are also removed and the user retains only a numeric form of the email (12345678@fsv.cuni.cz). S/he is also denied access to the shared folders and calendars. The CIVT staff will remove access upon request from a senior worker to the leaving employee.

 

Termination of relations:

If the student has successfully completed his/her studies at FSV UK, his/her e-mail account remains active – for indefinite period of time. If, after completing the studies, the employee continues his/her initial labour relations with the faculty, his/her original access remains active, otherwise it will be removed.

 

b) a FSV Member attribute

The above-stated provisions adequately apply to an employee with a FSV Staff attribute.

 

4. Transition of an employee from HPP/the main employment relations (a FSV Staff attribute) to DPP/DPČ/Agreement to complete a job/Agreement to perform the work (a FSV Member attribute)

Reason for a change:

A change of relations may occur if the employee terminates his/her main employment relationship (HPP) with FSV UK but continues to work under an Agreement to complete a job or an Agreement to perform the work.

 

Changes and access:

In the event that the user continues to work in the same department, or another component part of the faculty under an Agreement to complete a job or an Agreement to perform the work, there is no change in his/her access to any service or name e-mails.

If a user starts to work in another department, or another component part of the faculty, it is the responsibility of:

a) the head of the department from which the employee is leaving to decide whether s/he will be denied access in Samba or G Suite to the documents of that respective department, or to the shared calendars,

b) the head of the department to which the employee is coming to decide whether s/he will be granted access in Samba or G Suite to the documents of that respective department, or to the shared calendars.

Termination of relations:

If the relations have been terminated, the account is cancelled after the expiry of the withdrawal period (see Article 3).

 

5. Transition of an employee (FSV Staff and Member attributes) between organizational units of FSV UK

Reason for a change:

The current employee changes the workplace within the faculty (moving from one organizational unit to another).

Changes and access:

It is the responsibility of the head of the department from which the employee is leaving to decide whether s/he will be denied access in Samba or G Suite to the documents or to the shared calendars, and the responsibility of the head of the department to which the employee is coming to decide whether s/he will be granted such access.

Termination of relations:

If the relations have been terminated, the account is cancelled after the expiry of the withdrawal period (see Article 3).

 

Article 6

Succession in Accessing Information Systems

Senior employees are responsible for maintaining the necessary continuity of access to information systems when terminating the labour relations of their subordinates and establishing new labour relations. Once an employee has left, a senior employee decides whether and to what extent the new employee receives the access to the systems and databases available to his/her predecessor. A senior employee submits a request for such authorization in writing to the head of CIVT without undue delay.

A leaving employee is required to ensure, in coordination with his/her supervisor, access to the job-related information associated with his/her account. A possible form of implementing this obligation is to establish delegated access to the employee's mailbox at the request of his/her supervisor and, in the case of files and folders, to move them to the shared storage of the department, or to leave relevant job-related data in one’s personal folder in Samba or G Suite and place this fact on the employee's clearance card. The relevant steps are taken by the CIVT staff on the basis of a written request addressed to the head of CIVT.

 

PhDr. Jakub Končelík, Ph.D.

Dean of the Faculty

In charge of accuracy:

JUDr. PhDr. Tomáš Karásek, Ph.D.

Vice-Dean for Development