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Using the material/links provided, create a step-by-step IT security policy for handling user accounts/rights for a student who is leaving prematurely (drops, is expelled, and so on). You will need to consider specialized student scenarios, such as a student who works as an assistant to a faculty member or as a lab assistant in a computer lab and may have access to resources most students do not. Write your answer using a WORD document.

Sample Paper For Above instruction

Introduction

In academic institutions, managing user accounts and access rights is crucial for maintaining security and protecting sensitive information. When students leave prematurely—whether due to dropping out, expulsion, or other reasons—there must be a well-defined policy to revoke or modify their access rights promptly and appropriately. Special student roles, such as research assistants or lab assistants, require tailored procedures to ensure that access to institutional resources is securely managed and revoked when no longer authorized. This paper proposes a comprehensive, step-by-step IT security policy for handling user accounts and privileges in such scenarios, emphasizing the importance of clear procedures, timely actions, and role-based access controls.

Overview of the IT Security Policy

The policy outlines procedures from the moment a student's departure is identified through account deactivation, tailored to various scenarios, including regular students and those with specialized roles. The core principles include timely response, role-based access management, documentation, and communication with relevant stakeholders.

Step 1: Notification and Documentation

The process begins with official notification from academic administration or relevant departments regarding a student's departure. This notification must be documented, including the student's name, role, last day of authorized access, and reason for departure. For students with specialized roles, such as lab or faculty assistants, supervisor confirmation is additionally required.

Step 2: Identification of Accounts and Access Rights

IT administrators review all existing accounts associated with the student. This includes primary university login accounts, email accounts, access to learning management systems, research data, lab equipment, and any role-specific privileges. A comprehensive list ensures nothing is overlooked.

Step 3: Role-Based Access Evaluation

Specialized roles necessitate role-based access controls (RBAC). The policy specifies that students with additional responsibilities—such as lab assistants or faculty aides—must have their permissions reviewed and classified according to predefined roles. Access to sensitive or restricted resources must be promptly revoked upon departure.

Step 4: Account Deactivation Schedule

The policy recommends immediate deactivation of non-essential accounts upon notification, with certain critical accesses (e.g., research data) scheduled for deactivation within 24 hours. For students with specialized roles, a phased approach may be necessary to revoke permissions sequentially, ensuring security without disrupting ongoing activities.

Step 5: Implementation of Account Revocation

IT staff execute account revocation procedures, which include disabling user accounts, changing passwords, and removing access rights. For physical resources such as lab keys or access cards, appropriate responsible personnel are notified to deactivate or collect these items.

Step 6: Confirmation and Audit

Following revocation, a confirmation process verifies that all accounts and access points are disabled. An audit trail is maintained, documenting the actions taken, including timestamps and responsible personnel. Regular audits are recommended to ensure compliance and identify any overlooked access.

Step 7: Special Considerations for Research and Faculty Support Roles

Students with research or faculty support responsibilities often have access to confidential data or institutional resources. The policy mandates that such accounts are reviewed periodically and that access is revoked immediately when the role ends or the student departs. Data handed to the student during their tenure should be secured and documented, with secure transfer procedures followed if necessary.

Step 8: Post-Departure Communication and Record-Keeping

Communication is maintained with relevant departments to confirm the completion of account deactivation. Records of all actions are stored securely for future audits and compliance verification. This record-keeping process facilitates accountability and aids in investigations if necessary.

Conclusion

A comprehensive IT security policy for handling student account access upon premature departure safeguards institutional resources, respects privacy, and maintains compliance with data protection standards. Tailoring procedures to account for specialized roles ensures that access controls are both effective and appropriate. Implementing these steps systematically guarantees a timely and secure transition that minimizes the risk of unauthorized access after a student leaves.

References

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5. National Institute of Standards and Technology (NIST). (2018). Framework for Improving Critical Infrastructure Cybersecurity.
6. Olson, J., & Olson, G. (2018). Role-Based Access Control Models for Academic Institutions. IEEE Transactions on Education, 61(3), 159-165.
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9. U.S. Department of Education. (2019). Protecting Student Privacy: Best Practices for Educational Institutions.
10. Yang, L., & Lee, S. (2017). Effective Account Deactivation Strategies for Higher Education. International Journal of Digital Content Technology and its Applications, 11(2), 45-53.