Account Deprovision

This article provides a comprehensive guide to deprovisioning. It outlines the necessary steps for safely and efficiently removing access for users who no longer require access to NDUS systems, whether due to role changes, terminations, or other reasons. The article covers key actions such as disabling user accounts, revoking permissions, and ensuring the removal of sensitive data. It also provides best practices for handling deprovisioning to maintain security and compliance while ensuring smooth transitions for users exiting the system.

Account Verification Process

Before servicing any calls, agents must ensure that they view the user’s profile in SSPR to verify if there is a deprovision indicator.

Important Reminders:

• Deprovision dates are now listed in SSPR once you select the Help Desk tile.
• Any dates showing as prior to December 2024 should be viewed as “yes" rather than the actual date it was deprovisioned. The listed date represents when it would have been deprovisioned had the process been in place before the December 2024 implementation.
• If the 60-day recovery period has passed, mailboxes are unsynced and deleted, and will be signaled by the field "Mailbox Created = N"

Agent Process:

1. Log in to SSPR with Help Desk account login (itodpw.<XXXX>) and select the Help Desk tile.

2. Search for the user's profile.

3. Check for the Deprovision field:

• Look for any deprovisioning in the user’s profile. This will inform you if the account has been deactivated or is in the process of being deprovisioned.

Note: The deprovision field will only display if it applies to the user’s account.

4. Proceed Based on Verification:

• If the account is active, proceed with the requested service.
• If the account is deprovisioned, follow the appropriate process.

Account Recovery, Reactivation, and Temporary Reprovisioning Process

If your temporary access was granted by the campus more than 72 hours ago, you will need to contact your campus again for assistance.

• Campus Connections: The campus can issue a 72-hour access pass upon request.
• Email Reactivation: If you are within the 60-day window, you may request a limited-time reactivation of your email account.

Note: If the 60-day recovery period has passed, mailboxes are unsynced and deleted, and will be signaled by the field "Mailbox Created = N."

Both options must be requested at the campus level.

For students, deprovisioning occurs 18 months after they leave the HR extract. For faculty and staff, deprovisioning happens approximately one week after their termination date.

For those who only take summer school, their accounts would not be deprovisioned every year.

1. Legacy Accounts:

• Legacy accounts (those existing only in PeopleSoft) or accounts that do not exist in SSPR cannot be reactivated.
• New accounts will not be created for legacy accounts or those without an entry in SSPR.

Legacy Accounts May Include:

• Alumni Accounts: Some institutions allow former students to retain email access after graduation.
• Retired Faculty/Staff: Universities may keep accounts active for emeritus faculty or retired employees with ongoing research or institutional involvement.
• Special Circumstances: Accounts maintained for historical data, long-term projects, or administrative continuity.