date. The automated message will notify the sender that the intended recipient is no longer employed at CCAC, and to direct future correspondence to another designated College employee. 4. Current employees will not be granted access to a separated employee’s email account except in cases of compelling business necessity, and only upon prior approval of HR and the College’s General Counsel. Access will be granted for a maximum period of forty-five (45) days, absent an extension period approved by HR and General Counsel. 5. The contents of a separated employee’s email account will be actively retained for 45 days following the separation date. Thereafter, the contents will be copied to and stored on backup tape for a period of one (1) calendar year following the separation date. All user groups will be removed from the account at this time. 6. A separated employee’s Active Directory Account will be disabled effective as of the employee’s separation date, and the account will be placed in inactive status ( Former Employee ) for a period of 45 days. The Active Directory Account will thereafter be removed from the system and all associated information will be deleted after the expiration of this 45- day period. 7. Deletion and/or disposition of backup tapes, email and active directory account information will be suspended in all cases in which the separated employee is the subject of or within the scope of a current Litigation Hold Order. 8. There are occasions on which a Former Employee may need access to information maintained on the CCAC network following his/her separation, such as obtaining access to certain benefit and payroll information and documents maintained on the network. All such requests must be directed to the CCAC Office of Human Resources for review and approval. 9. Upon receipt of an access request from a Former Employee , the Former Employee will be directed to create a temporary account that will provide him/her with limited access pertinent to their Human Resource record. The temporary account will remain active for a 48-hour period. 10. Except to extent provided above, Former Employees will not be provided access to their former CCAC email account or any other network or IT-related accounts. 11. If a Former Employee enrolls as a student at CCAC following his/her separation date, the Former Employee ’ s former email and network accounts will not be reactivated or recovered. The Former Employee will be assigned a new Current Student account with a corresponding student email account . 12. If a Former Employee is subsequently rehired by CCAC as an adjunct faculty instructor, a temporary position, or in some other capacity, his/her Former Employee account will not be reactivated or recovered. A new Current Employee account with corresponding email account will be established at that time. The following actions will be taken whenever a CCAC Adjunct Faculty separates from employment: 1. Adjunct Faculty email and network accounts will be deactivated and deleted upon a separation of employment from CCAC, in the same manner as applicable to other separated employees. Separation of service will be determined in accordance with Article IX of the Adjunct Faculty Collective Bargaining Agreement . 2. HR and/or the Office of the Academic Dean for Adjunct Services will promptly notify IT of the separation date whenever an Adjunct Employee is separated as a result of resignation, termination or failure to complete an assignment. HR/Academic Dean for Adjunct Services will provide IT with a list, on a biannual basis, of Adjunct Employees whose service at CCAC has been separated as a result of a gap in service, as provided under the CBA.
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