Purpose
To ensure the security and proper management of the Â鶹ÊÓƵÏÂÔØ (Â鶹ÊÓƵÏÂÔØ) ITÌý
assets, guidelines should be established for handling such equipment when employees or studentsÌý
take a leave of absence. These recommendations outline the suggested responsibilities of theÌý
individual on leave, as well as the suggested actions to be taken by Enterprise Technology &Ìý
Services (ET&S) and/or supervisors to ensure the equipment is properly accounted for andÌý
safeguarded. While these recommendations serve as best practices, the final decision regardingÌý
implementation rests with the employee’s or student’s supervisor and/or department.
1. Notification Requirement
• ÌýEmployees or students planning a leave of absence (e.g., medical leave, military deployment,Ìý
extended vacation) should notify their supervisor at least two weeks in advance, providing leaveÌý
dates and details of any university-issued IT equipment in their possession (e.g., laptops,Ìý
tablets, phones).
• ÌýFaculty members on sabbatical, medical, or family leave who continue university-relatedÌý
activities (e.g., research, overseeing incomplete grades) are generally expected to retain ITÌý
resource access.
2. Return or Secure Storage of Equipment
• ÌýReturning Devices:
o If the leave exceeds six months, employees or students should return university- issued ITÌý
equipment to ET&S before departure.
o ET&S will log, track, and secure returned devices.
• ÌýSecure Retention:
o If IT equipment is required for essential university-related activities, individuals must takeÌý
security precautions, including strong passwords, encryption, and secure storage.
o ET&S may assist with remote security measures such as enabling full-disk encryption or remoteÌý
lock/wipe features.
• ÌýShort-Term Leave:
o For leaves of six months or less, including short-term disability and Family and Medical LeaveÌý
Act (FMLA) leave, returning IT equipment is not required. Instead, supervisors should ensure properÌý
security measures are in place.
3. Access to IT Resources
• ÌýAccess to university systems and networks should be reviewed and, if necessary, adjusted orÌý
suspended based on the leave's nature and duration.
• ÌýSupervisors should consult with ET&S to determine appropriate modifications.
4. Data Security and Backups
• ÌýIndividuals should back up important data before taking leave to ensure continuity and preventÌý
data loss.
• ÌýET&S can assist with the backup process.
• ÌýIf the equipment is returned, ET&S will ensure sensitive data is securely stored or removed asÌý
needed.
5. Student IT Equipment
• ÌýStudents with university-issued IT equipment due to employment are subject to employeeÌý
guidelines.
• ÌýFor students using Â鶹ÊÓƵÏÂÔØ equipment in an academic capacity, operational oversight should beÌý
assigned to the appropriate office before implementing these recommendations.
• ÌýExisting academic leave policies governing student system access remain applicable and takeÌý
precedence.
6. Equipment Retrieval Upon Return
• ÌýUpon return, individuals will retrieve their IT equipment from ET&S (if applicable) or confirmÌý
that their devices remain secure and functional.
• ÌýET&S will provide necessary updates, security patches, or maintenance before returning theÌý
device.
By formalizing these recommendations, Â鶹ÊÓƵÏÂÔØ ensures IT equipment is properly managed, data securityÌý
is maintained, and institutional assets are safeguarded during employee or student absences.Ìý
Supervisors and departments have discretion in implementing these guidelines based on individualÌý
circumstances.
DOCUMENT HISTORY
• ÌýEffective Date: Recommendations/Guidelines ONLY – 26 February 2025
• ÌýApproved by: Cybersecurity Policy & Standard Working Group, 20 February 2025
• ÌýReviewed by: Dr. David Yasenchock, Director, Cyber GRC, 26 February 2025 (Version 1.0)
• ÌýRevision History: Cybersecurity Committee, 26 February 2025 (Version 1.0)
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