Kenyon Account Policy

Reason for this Policy

To responsibly manage College resources, we must address the growing costs associated with data storage and the increasing risks to cybersecurity inherent in permitting users no longer employed by or attending Kenyon to utilize Kenyon systems. With the evolving needs of the institution, it is critical to allocate resources effectively to support the needs of current students, faculty and staff. By ensuring that all accounts and resources are properly managed, we help protect institutional data and maintain a secure, efficient computing environment for our community.

Policy Statement

This policy defines the account usage and IT management of Kenyon College user accounts, computing equipment and facilities. These resources are provided for persons who legitimately need access to College computing resources. Accounts, equipment and facilities must be utilized in accordance with all legal requirements and College policy. 

Kenyon College user accounts and Google Workspace for Education usage are intended for academic purposes and college-related activities. When an employee is hired or a student is enrolled, Kenyon will create a user account for those individuals whose job duties or status require one. Account access will remain available to the user consistent with the terms of this policy. 

All accounts will be deactivated upon separation from the College, consistent with the terms of this policy. See Separation from Kenyon for more information. 

Acceptable Usage

• Students, staff and faculty must strictly adhere to the College's policies regarding data privacy and security. 

• Unauthorized access, alteration or interference with Kenyon-provided services or data is prohibited. 

• Do not link Kenyon email to personal accounts or services.

• For more information see Acceptable Usage Policy.

Storage

• Kenyon-provided Google Workspace accounts are subject to storage limits based upon demonstrated academic and administrative need, and users are required to manage their storage space to avoid exceeding these limits. 

• Data storage usage will be monitored by the IT department, which will contact individual users whose storage usage is approaching preset limits to discuss and assist with data storage management.

• Personal use of Kenyon account and storage should be kept to a minimum, consistent with the College’s Acceptable Usage Policy.

Access

• Students enrolled full-time in a degree-seeking program will be granted access to a Kenyon account. This account will remain active as long as they remain enrolled. 

• Students enrolled part-time may be granted access to a Kenyon account for a limited period, depending on the specific academic need for an account.

• Staff will be granted access to a Kenyon account by Human Resources upon their hiring and a successful background check. This account will generally remain active for the duration of their employment, consistent with the terms of this policy.

• Faculty will be granted access to a Kenyon account upon their hiring and successful background check. 

• See Separation from Kenyon for more information regarding account longevity.

Data Security and Privacy

• Users are responsible for safeguarding their account login information and protecting institutional data, this includes using strong passwords and enabling two-factor authentication.

  • Duo and Google 2SV authentication are required for all accounts.

  • In the event of suspicious activity, users should immediately reset their password and contact cybersecurity@kenyon.edu.

• Users are required to participate in periodic cybersecurity training, the content and frequency of which shall be determined by the IT department and/or the College’s insurer. Users who fail to timely participate in this training may have their account access disabled until the required training is completed. 

• The Kenyon IT department is responsible for managing the risk associated with shared information in Kenyon-provided services through audit and assessment activities. 

• When required, a supervisor may request access to a former employee's account for college business-related information. Access decisions will be made on a case-by-case basis, and require permission from Human Resources and the approval of two senior staff members.

  • This could include, but is not limited to, all Google Workspace and technology equipment access.

Separation from Kenyon

Effective Nov. 15, 2025

Where possible, users should plan for their departure from Kenyon, ensuring that they have identified, saved, and received administrative approval to depart with any personal data they may require post-Kenyon. Users must also ensure that any Kenyon academic or business-related items are passed onto their supervisor, in the case of employees, or the relevant professor, in the case of students. Employees should work with their supervisor to craft an appropriate bounceback message to be used upon their departure that notifies correspondents of the staff member’s departure, the appropriate Kenyon contact for Kenyon-related business and, if the departing employee desires, the employee’s new contact information. Accounts will not be reactivated after they are deactivated as outlined below. 

Staff

All staff and contract worker accounts, regardless of college status, will ordinarily be deactivated on the last date of employment or contract affiliation. This includes access to all Kenyon computing, including Google Workspace, email accounts and stored data. Exceptions to this requirement shall be rarely granted, only in the event that Kenyon determines the individual may require post-employment access for a particular articulated, approved, time-limited purpose. Exceptions may be granted upon the recommendation of the supervisor and with the approval of the IT Director and two senior staff members. 

Retired staff are not permitted to keep their accounts post-employment. 

Graduates and Former Students

All graduates and former students who wish to retain their academic work may use Google Takeout prior to their account deactivation.

Graduates will have 120 days after graduation to transition their Kenyon accounts and data. At that time, all access to Google Workspace, email accounts and stored data, will be terminated. One year after graduation, all data will be permanently deleted. Alumni who are hired as Kenyon employees will have their student accounts terminated pursuant to these rules, and they will be assigned an employee email account that will be subject to the rules governing such accounts.

Students who withdraw prior to graduation will have their account suspended after 14 days. Once the College determines that the student does not intend to return the account and all of the contents will be permanently deleted.

Students who take a Leave of Absence must contact the Dean of Student Development or the Dean of Academic Advising and Support to ensure their account is enabled/preserved for a future return.

Last Modified: Nov. 4, 2025