Office of Information Technology
Effective Date June 1, 2015
All OIT Policies

Computing Privileges: Access to Electronic Services

Policies

Access to electronic services varies slightly depending on the type of association with Brown University.

Students

Students are granted access to all electronic services, which includes storage space for email and documents (Drive) in their Google Apps account. Note that this also applies to periods when on leave or upon some types of terminations.

How long services are maintained depends upon the reasons for separation from Brown, and if applicable, what is known about the projected readmission date.

Faculty/Staff

Faculty and staff are to be afforded all electronic services while they are actively associated with Brown University, including during leaves with or without pay. Faculty and staff have access to storage space for email in their Google Apps account.

Upon permanently leaving Brown, a staff member's services are discontinued the business day following their last day of work. Faculty (both campus-based and medical) retain electronic services for six months.

Affiliated Personnel

It is recognized that work requirements for those who are affiliated with Brown, though not directly in its employ, may necessitate access to electronic services. Some categories of these affiliates are granted access by default. For those who do not fall within these categories, a request may be submitted along with the Brown Card ID request, including explanation of the need.

For details on these categories and their access, contact the Help Desk's office of Computing Accounts and Passwords (CAP) CAP@brown.edu (or 3-4357). To request a Brown ID, contact the Brown Card Office at Brown-Card-Office@brown.edu (or 3-2273). See also: Request a Brown Account for an Affiliate and Request a Sponsored ID.

Affiliates retain services until their end date.

Shared Mailboxes

Recognized departments and groups may establish special departmental mailing addresses, such as OIT_Prodservices or Brown_Band. Consult the Shared Mailbox services page for more details including how to request this service.