1. Account Creation & Removal Policy
Effective: 11/20/2013
Updated: N/A
Pages: 2
I. Purpose
a. This policy is intended to establish a set of guidelines that HAVEN of Tioga County’s employee charged
with providing Information Technology (IT) maintenance and/or the Direct Service Supervisor will use to
create and remove electronic accounts for computing systems and services.
II. Applicability
a. This policy establishes eligibility for computing resources for staff, volunteers, guests, or any other user.
III. Policy
a. HAVEN provides account access to a number of online databases, programs, and other technology
services in order to provide assistance to our clients. Access to these services is considered a privilege.
b. In general, eligibility for technology resources begins and ends with active employment with HAVEN.
Active employee payroll data is the primary source of information for determining employment.
c. The following persons are not generally eligible for computer resources:
1. Employees on layoff status
2. Employees who have previously been terminated (amicably or otherwise)
3. Volunteers
4. People with no formal affiliation with HAVEN
ii. Exception: Occasionally some of the above may be given computer access/resources as
“guests”. These include those staying in our shelter, volunteers who need to access the office’s
computer while they are working on a pre-approved project, those involved in workshops
sponsored by HAVEN, and others as deemed necessary to the mission of HAVEN.
1. If such a situation arises, the employee charged with providing IT maintenance will
supply the user with a computer which has a “guest” account set up, allowing them to
use basic internet and printing resources without direct access to HAVEN’s systems and
databases.
2. Once their access has ended, this same employee will clear any user data that the guest
had acquired during their use from the machine within one week.
IV. Responsibilities
a. HAVEN’s employee in charge of IT maintenance is responsible for creating and maintaining user
accounts.
i. The Executive Director is responsible for informing the IT employee/office manager of new hires
and terminations which will require account creation or deletion.
ii. Upon employment of a HAVEN team member, the following actions should be taken to add said
employee to the system and facilitate access.
1. Create user account on designated computer station.

2. 2. Create a Bravehost (http://bravehost.com/) account for the employee to access email.
3. Create PFAD (www.pfad.state.pa.us/) account to allow access to PFA Database.
4. Create ETO (https://secure.etosoftware.com/login.aspx) account to allow access.
5. Add user’s computer station to SharePoint access.
6. Additional Social Media access and other programs/accounts may be applicable.
iii. Upon termination of employment, the following actions should be taken to remove said
employee from the system and prevent further access.
1. Back up any needed user files from user account.
2. Purge user account from employee’s computer station.
3. Change email accounts to forward all future emails from those specific user accounts to
info@havenoftiogacounty.org for a period of 90 days, after which the email account will
be closed and its contents purged.
4. Call PFAD to remove user access.
5. Remove user from ETO access.
6. Remove user from SharePoint access.
7. Remove user from Social Media access (if applicable).
a. Facebook, Twitter, Pinterest, etc.