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Minimum Access Policy

2. Purpose:

The Minimum Access Policy aims to protect the confidentiality, integrity, and availability of the college’s information systems and resources by ensuring that access is granted based on necessity and role-specific requirements. This policy applies to all faculty, staff, students, and authorized third parties.

3. Scope:

This policy covers all information systems, network resources, and physical access within the college, including but not limited to computer systems, databases, application software, and office facilities.

4. Policy Statement:

Access to college resources is granted on a need-to-know basis, adhering to the principle of least privilege. Individuals will have access only to the information and systems necessary for their specific roles and responsibilities.

5. Access Control Principles:

• Least Privilege: Users are granted the minimum level of access required to perform their duties. Elevated access is only provided when absolutely necessary and must be approved by a designated authority.
• Role-Based Access: Access rights are assigned based on job roles and responsibilities. Role definitions and associated access rights are reviewed periodically to ensure they remain appropriate.
• User Authentication: Access to information systems requires strong authentication mechanisms, such as passwords, multi-factor authentication, or biometric verification, as deemed necessary.

6. Access Request and Approval:

• Request Process: Requests for access to systems or resources must be submitted through the designated access request process, typically involving a formal request form or electronic submission.
• Approval Authority: Access requests must be reviewed and approved by the appropriate authority or supervisor. Sensitive or high-level access requests require additional review and approval from IT security or the college's data governance committee.

7. Access Review and Monitoring:

• Periodic Review: Access rights and permissions are reviewed at regular intervals, at least annually, to ensure they are still aligned with users' current roles and responsibilities.
• Monitoring: The college will implement monitoring mechanisms to detect and respond to unauthorized access or suspicious activities. Access logs and audit trails are maintained and reviewed as part of the monitoring process.

8. Termination of Access:

• Account Deactivation: Access rights for individuals who leave the college, change roles, or no longer require access will be promptly deactivated or modified to reflect their new status.
• Notification: Departments must notify the IT department or designated access management team of any changes in personnel status or role that may affect access rights.

9. Exceptions:

• Exceptional Access: Any exceptions to this policy must be formally documented and approved by the manager of the person in the role and IT security. Exceptional access is granted only under special circumstances and with proper justification.

10. Compliance:

• Responsibility: All users are responsible for adhering to this policy. Any violations may result in disciplinary action, up to and including termination of employment or enrollment.
• Policy Review: This policy will be reviewed periodically and updated as necessary to ensure continued relevance and effectiveness.

11. Contact Information:

For questions or clarifications regarding this policy, please contact:

• IT Support Office: Director of IT | (513) 562-6282

Effective Date: 8/1/2024

Approved By: Director of IT

12. Revision History

Date of Change: September 2024

Revision History

1.0 - September 2024

Responsible: IT Director

Summary of Change:

1.0 - Updated and converted to new format.

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This Minimum Access Policy ensures that the college’s resources are protected while enabling users to perform their roles efficiently.