Disabling CalMail and Home IP Accounts

STANDARD PROCEDURE

Computer and network use accounts are disabled according to standard schedules for:

• CalMail
• Home IP

services. Notification email is sent in advance to all known addresses to warn of the impending account cancellation so that users may respond, if needed.

EXCEPTIONAL DISABLING

Campus departments may request earlier cancellation of a CalMail or Home IP account for various reasons including employee termination, investigatory leave or the investigation of mis-use of computing resources. Outside parties also may request exceptional disabling based on alleged mis-use of computing resources. To ensure due process, the procedures below must be observed:

• Requests may be initiated by phone or email:

  Phone: (510) 642-7776
  Email: consult@berkeley.edu or itpolicy@berkeley.edu

  Phoned requests must be followed up in writing, such as by email, confidential FAX, or paper correspondence. The initial contact person will coordinate with the requestor to arrange the method for us to receive a written version of the request.

• The status of the user will be determined and the exceptional disabling request reviewed:
  

  Employees:

  Confirmation of the request from an appropriate departmental administrative official, such as MSO or Departmental Chair, is required for exceptional disabling. If an employee is academic, a request for exceptional disabling must be approved by the Department Chair.
  

  Students:

  A request for exceptional disabling of a student account must be reviewed by Student Judicial Affairs (SJA).
  

  Dual Status:

  Since only SJA can advise on termination of a student account, requests regarding users who are students and are also employees must be reviewed by SJA and an appropriate administrative official from the employing department.
  

• Accounts are "suspended/disabled" first, then following determination of appropriate resolution, they later may be "cancelled".

• Any exceptional disabling requires notification to the individual. Notices are processed as follows, based on the individual's role within which the exceptional disabling action was requested:
  

  Employees:

  Notification is sent via either advance email or paper letter. Service Desk staff will consult with the department to determine the time frame:
  

  1. Preferably, three days before disabling of the account, both email and paper mail notification will be sent.
  2. However, if the department wants immediate disabling, we will send only paper mail, either at the same time as the disabling or at a later time as coordinated with the department and/or other administrative officials.

  
  The department must supply an appropriate home mailing address for separated staff. Notifications of exceptional disabling of employee CalMail and/or HIP accounts will include the following:
  

  As requested by the department of [______?______] your CalMail account [will be/has been] terminated on (date). You may regain access to campus computing services if you: (re-)establish UCB career employee status; or (re-)establish UCB temporary employee status and your department requests computing services access for you. If you believe you meet eligibility criteria for re-establishing campus computing access services, please contact [______?______]. cc: Dept Administrative Officer, Service Desk.

  Students:

  Preferably, before disabling of the account, email will be sent requesting consultation with the student. However, if immediate disabling is appropriate, we will provide Service Desk staff with information to respond to student inquiries. (Typically this will be a referral to the Campus Student Judicial Affairs office, e.g.)

  Dual Status:

  Notifications will be coordinated by all involved administrative officials and offices.

  Affiliates:

  If a request to disable an affiliate's account before the normal grace period is made by someone other than their affiliation sponsor, then the sponsor will be notified of the action. Any account status inquiries from affiliates will be referred to the affiliate's sponsor.