Accounts Policy

1.0 Overview

The purpose of this policy is to establish a standard for the administration of login accounts that facilitate access to Champlain College's technology resources and institutional data. Champlain College accounts enable access to resources that have license fees and restrictions for academic-use only. It is for these reasons that users are not given accounts in perpetuity. Also, having an account is a privilege, not a right and all account holders must comply with Champlain College policies. Failure to do so may result in revocation of the account.
This policy applies specifically to the primary Champlain account which encompasses an Active Directory and Google account. Other accounts are granted on an as-needed basis by the departments that manage those services.

2.0 Account Eligibility

The following table outlines who is eligible for accounts, when they are created, and when they are disabled.

Group Eligibility Account Creation Account Termination
Applicants Any person who applies to a Champlain College undergraduate program Applicants are given Champlain login accounts (without email) within 1 business day of when their Ellucian applicant status is given and "In Process" status (IPC or IPI). Accounts for applicants who did not transition to students are removed after 18 months.
Students All students enrolled in a Champlain College course including full-time, part-time and online students. Students are given full Champlain accounts (including E-Mail) within 1 business day of when their Colleague status is changed to Active. Students retain their Champlain accounts for 12 months after the completion date of their last class.
Faculty All full-time faculty Full-time Faculty accounts are created 60 calendar days prior to their start date or 1 business day after their information has been entered into Workday, whichever is later.
Adjunct faculty accounts are created 5 days prior to their start date  or 1 business day after their information has been entered into Workday, whichever is later.
Faculty accounts are disabled within 1 business day of their last day of employment at the College (unless they are retirees, see below).


Staff All full- and part-time staff Staff accounts are created 5 calendar days prior to their first day or 1 business day after their information has been entered in Workday, whichever is later. Staff accounts are disabled within 1 business day of their last day of employment at the College.


Student Organizations Student organizations that are officially recognized by the College and have a faculty or staff sponsor are entitled to a single account. A list of official student organizations can be found here:  http://www.champlain.edu/student-life/campus-life/activities-and-clubs/student-organizations Accounts are created manually upon request. The request must be approved by the faculty or staff sponsor. Accounts will be terminated when the organizations disbands or  is no longer officially recognized by the College.
Event Center Guests Attendees of campus events that require an account to access campus resources such as lab computers. Accounts are created manually upon request. Shared accounts are acceptable for larger groups. The request must be approved by the Event Center staff. Accounts will be set to automatically expire in 3 months and will need to be renewed if the account is needed longer.  

Third Party Contractors, Consultants, and Vendors Third party vendors, whose work requires access to Champlain College resources and who have a faculty or staff member responsible for the relationship with the third party. Accounts are created upon request. The request must be approved by the faculty or staff member who manages the relationship.  The 3rd party must sign the 3rd party access agreement and abide by Champlain's Acceptable Use policy. Accounts will be set to automatically expire in 6 months and will need to be renewed if the account is needed longer.  
Retirees Any retiring faculty or staff member. The People Center will define who qualifies as a retiree. Retiring faculty and staff may request lifetime access to a Champlain e-mail account. Lifetime access is not granted automatically and must be requested prior to the retiree's last day. This access is for e-mail only and does not include access to any other Champlain College systems. Accounts will be deactivated if they have been idle for 12 months or longer.

3.0 Account Data Retention Policy

Once accounts are disabled, data will be archived and retained for no less than 5 years for student accounts, and 7 years for faculty and staff accounts.
During this retention period, account data will not be available to the former account owner.  Users are strongly encouraged to make copies of any personal data prior to termination of the account.

4.0 Account Names

Account names must meet the following requirements:

  • For consistency and accuracy across all Champlain College systems, accounts will be created using a person's full name as officially registered with the College in the Student Information System (SIS, currently Colleague) or the Human Resources Information System (HRIS, currently Workday) for faculty and staff.   
  • Duplicate account names will be resolved by appending a number to the end of a new account name. For example, if there already is a student named Joan Smith with the account joan.smith, a 2nd student named Joan Smith would be assigned the account name joan.smith1.
  • Account names longer than 20 characters will be truncated to 20 characters (less if this creates a duplicate account name).
  • Nicknames are not permitted, unless authorized through another College policy such as the Alternate Names policy.

Students whose names have changed, must submit a request to the Enrollment Service Center to have their name officially changed. Once the name change has been updated in the SIS, students can submit a request to the Champ Support help desk (champsupport@champlain.edu) to have their account name changed.
Faculty and Staff whose names have changed, must submit a request to the People Center to have their name officially changed. Once the name change has been updated in the HRIS, faculty and staff can submit a request to the Champ Support help desk (champsupport@champlain.edu) to have their account name changed.