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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. Review the LITS guide for departing faculty and staff for guidance on preparing for this change.
When the account is deactivated:
- The user can no longer log in to MHC services with their MHC Account or reset their MHC Account password
- OneCard access is removed
- New email messages and calendar invitations to the user's Google account are blocked
- The user's Google "My Drive" files* will be marked pending deletion:
- Collaborators will have 60 days to save copies of files that should be preserved
- After 60 days the files will become inaccessible to collaborators, but will not be deleted until the account is deleted (see below)
- Existing Google emails, documents, calendars, and other data is retained until the account is deleted (see below)
*Documents in Google shared drives will persist even after their creator's account is deactivated or deleted.
Deletion
Departed staff members' MHC Accounts and all of their data in Google, Microsoft, Adobe, and other College-managed apps will be deleted 365 days after their account is deactivated.
Exceptions:
- Emeriti staff 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 LITS guide for departing faculty and staff article.