Purpose
To ensure the security and proper management of the University System of New Hampshire (USNH) IT
assets, guidelines should be established for handling such equipment when employees or students
take a leave of absence. These recommendations outline the suggested responsibilities of the
individual on leave, as well as the suggested actions to be taken by Enterprise Technology &
Services (ET&S) and/or supervisors to ensure the equipment is properly accounted for and
safeguarded. While these recommendations serve as best practices, the final decision regarding
implementation rests with the employee’s or student’s supervisor and/or department.
1. Notification Requirement
• Employees or students planning a leave of absence (e.g., medical leave, military deployment,
extended vacation) should notify their supervisor at least two weeks in advance, providing leave
dates and details of any university-issued IT equipment in their possession (e.g., laptops,
tablets, phones).
• Faculty members on sabbatical, medical, or family leave who continue university-related
activities (e.g., research, overseeing incomplete grades) are generally expected to retain IT
resource access.
2. Return or Secure Storage of Equipment
• Returning Devices:
o If the leave exceeds six months, employees or students should return university- issued IT
equipment to ET&S before departure.
o ET&S will log, track, and secure returned devices.
• Secure Retention:
o If IT equipment is required for essential university-related activities, individuals must take
security precautions, including strong passwords, encryption, and secure storage.
o ET&S may assist with remote security measures such as enabling full-disk encryption or remote
lock/wipe features.
• Short-Term Leave:
o For leaves of six months or less, including short-term disability and Family and Medical Leave
Act (FMLA) leave, returning IT equipment is not required. Instead, supervisors should ensure proper
security measures are in place.
3. Access to IT Resources
• Access to university systems and networks should be reviewed and, if necessary, adjusted or
suspended based on the leave's nature and duration.
• Supervisors should consult with ET&S to determine appropriate modifications.
4. Data Security and Backups
• Individuals should back up important data before taking leave to ensure continuity and prevent
data loss.
• ET&S can assist with the backup process.
• If the equipment is returned, ET&S will ensure sensitive data is securely stored or removed as
needed.
5. Student IT Equipment
• Students with university-issued IT equipment due to employment are subject to employee
guidelines.
• For students using USNH equipment in an academic capacity, operational oversight should be
assigned to the appropriate office before implementing these recommendations.
• Existing academic leave policies governing student system access remain applicable and take
precedence.
6. Equipment Retrieval Upon Return
• Upon return, individuals will retrieve their IT equipment from ET&S (if applicable) or confirm
that their devices remain secure and functional.
• ET&S will provide necessary updates, security patches, or maintenance before returning the
device.
By formalizing these recommendations, USNH ensures IT equipment is properly managed, data security
is maintained, and institutional assets are safeguarded during employee or student absences.
Supervisors and departments have discretion in implementing these guidelines based on individual
circumstances.
DOCUMENT HISTORY
• Effective Date: Recommendations/Guidelines ONLY – 26 February 2025
• Approved by: Cybersecurity Policy & Standard Working Group, 20 February 2025
• Reviewed by: Dr. David Yasenchock, Director, Cyber GRC, 26 February 2025 (Version 1.0)
• Revision History: Cybersecurity Committee, 26 February 2025 (Version 1.0)
