What are they? Who gets them? What's included?
Overview
Your MHC Account is your key to accessing the rich resources and powerful software tools available to the MHC community.
Who gets them?
Current MHC staff
What's included?
Standard access includes:
Access to additional administrative systems is either controlled via roles or must be requested.
Account Life-cycle
Creation & first access
New staff accounts are created once the new hire passes their background check and HR enters them into the central administrative system. New account letters that include the staff member's MHC username and initial password are automatically generated and sent to the new employee's supervisor.
Staff receive their MHC Account log in information when their hiring manager chooses to share the New Account Letter with them, usually on their first day of work.
Deactivation
Staff members' MHC Accounts are deactivated at the end of the last day of their employment.
When the account is deactivated:
- The user can no longer log in and access MHC systems
- New email messages and calendar invitations are blocked
- Shared documents in their Google Drive “My Drive” will NOT be accessible to collaborators
- Existing email, documents, calendars, and other Google remain until the account is deleted (see below)
A department head/chair may request access to the account data, assistance with an email auto-responder, or (with the approval of the division's VP or their designee) an MHC account access extension for the user. Learn about and request account life-cycle exceptions.
Deletion
Departed staff members' MHC Accounts and all of their data will be deleted and no longer be accessible 12 months after their last day at the College.
Exceptions:
- Emeriti retain access to their MHC Accounts after their employment ends.
- Alum employees who leave the College retain alum-level access to the MHC Account they used as a student. If they also used that account as an employee (instead of being provided a separate employee account), it will be removed from work-related Google Groups and Shared Drives so that they no longer have access to internal data. People in this situation should also work with their managers to delete any emails and transfer ownership of Google MyDrive files that have work-related data that they should no longer have access to. Guidance for these processes can be found in the Technology guidelines for departing faculty and staff article.