Employee Information Access Policy

Op12.07-4 Employee Information Access Policy


Employee: a person on Missouri State University payroll including full-time, part-time, per-course, faculty, staff, graduate assistants, or student workers.

Policy statement

An employee’s access to University information and computing resources, including email access, is determined by the employee’s job-related responsibilities. Additional access may be requested from the employee’s supervisor and may be granted subject to the Computer Services departmental approval process.

Creation of an employee’s computer account and associated access rights occurs when the University’s administrative business system (Banner) reflects an individual’s active status. Exceptions will be considered on a case-by-case basis by the Computer Services department.

Employees who transition into a different set of job-related duties will have access rights re-evaluated.

The Office of Human Resources will notify the Computer Services department of resignations, end-of-contract situations, retirements, and other personnel actions via entries made into the University’s business administrative system (Banner). An employee’s right to access University information ends when the employee’s relationship with the University ends, except as outlined below:

  • Employees who leave the University with emeritus status may retain email access. Email access for employees leaving the University without emeritus status will be removed 90 days after separation.
  • Temporary suspensions of information access rights will be done on a case-by-case basis and coordinated by the requesting department’s administrator and the Computer Services department.