CUNY Graduate Center Information Technology. IT User Account Management Last Updated: May 25, 2017

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1 CUNY Graduate Center Information Technology IT User Account Management Last Updated: May 25, 2017 GC User Account Default Attributes by User Category STUDENTS AUTHORITATIVE DATA SOURCE: GC REGISTRAR Expiry Date U- On User drive Account Account, in GradCenter domain, MS Office 365, mail-enabled account Matriculated CUNY Permit Consortial Permit Audit & n-matriculated Students who have withdrawn Students who have graduated, in Gradcenter domain, licensed as MS Exchange 365, in GradCenter domain, licensed as MS Exchange 365 GradCenter domain account re-licensed as MS Exchange 365 GradCenter domain account re-licensed as MS Exchange 365 Directory STAFF AUTHORITATIVE DATA SOURCES: OFFICE OF HR, OFFICE OF SPONSORED RESEARCH Expiry Date U- On User drive Account Directory Account Graduate Center staff, in GC domain Research Foundationfunded staff working at the Graduate Center, in GC domain 1

2 FACULTY AUTHORITATIVE DATA SOURCES: PROVOST OFFICE, ADVANCED RESEARCH COLLABORATIVE Doctoral faculty with home institution = Graduate Center Doctoral faculty with home institution other than Graduate Center Expiry Date On User Account U- drive Account Directory, in GC domain n-doctoral faculty Visiting Scholars Visiting Professors, mail-enabled account, mail-enabled account, mail-enabled account OTHER USERS AUTHORITATIVE DATA SOURCES: NONE SPECIFIED, VARIES BY USER Expiry Date U-drive Account On User Account contract workers service entities tenants interns volunteers & similar roles by default; upon request, subject to review, mail-enabled account using organization Directory by default; upon request, subject to review NOTES Any individual in a Faculty, Staff or Other User role defined above who also holds a role as a GC student will therefore also be provided a mailbox in the gradcenter.cuny.edu domain. The individual is responsible for ensuring that incoming and outgoing is properly segregated between the two addresses based on the nature of the correspondence. 2

3 GC User Account Management Processes by User Category STUDENTS Matriculated Students (effective Fall 2016) o New admits (with program identification) are exported from ApplyYourself into CUNY First EMPLIDs are assigned in CUNY First o Upon a trigger in CUNY First, accounts are then created in bulk in Office 365, licensed as MS Office 365: Via central office process, using CUNY First (CF) username and password address is: CUNYFirstusername@gradcenter.cuny.edu o initial password is CUNY First password password is synced with CUNY First Claimed via CUNY First portal o EMPLIDs, program and Office 365 addresses are imported into GC user account creation process o GC mail-enabled user accounts are then created for new students in bulk GC-assigned password (not synced with CUNY First) GC user account credentials are sent to students Office 365 addresses CUNY Permit Students o Registrar-certified data is required from the Registrar s Office that a given individual is registered for a given GC course as a permit student. Such notification must be accompanied by the individual s: Name EMPLID CUNY First username The individual s home institution address o A GC mail-enabled user account is then created for the permit student: GC-assigned password (not synced with CUNY First) o The individual s GC user account credentials are sent to the permit student s home institution address. Consortial Permit Students o Registrar-certified data is required from the Registrar s Office that a given individual is registered for a given GC course as a student from an institution within our consortium, and such notification must be accompanied by the individual s EMPLID, CUNY First username, and the individual s address. o An account is then created in Office 365, licensed as MS Exchange 365. o A GC mail-enabled user account is then created for the consortial permit student: GC-assigned password (not synced with CUNY First) o The individual s GC user account credentials and Office 365 credentials are sent to the student s preferred address. 3

4 Audit & n-matriculated Students o Registrar-certified data is required from the Registrar s Office that a given individual is registered for a given GC course as an audit or non-matriculated student, and such notification must be accompanied by the individual s EMPLID, CUNY First username, and the individual s personal address. o An account is then created in Office 365, licensed as MS Exchange 365. o A GC mail-enabled user account is then created for the audit or non-matriculated student: GC-assigned password (not synced with CUNY First) o The individual s GC user account credentials and Office 365 credentials are sent to the student s personal address. Withdrawn Students o Registrar-certified data is required from the Registrar s Office that a given individual has withdrawn from the Graduate Center. o The student s GC user account is then disabled. o The student s Office 365 account is re-licensed as MS Exchange 365. Graduated Students o Upon each of the three graduation dates per year, an official listing of graduates is provided by the Registrar s Office to IT These students are automatically flagged as graduates, sent an message notifying them of the three-month period of courtesy privileges, and notified to inform/document to IT any ongoing GC relationship For those with no ongoing relationship, accounts are disabled in bulk at end of courtesy period Office 365 licenses are re-licensed as MS Exchange 365 FACULTY Doctoral faculty for whom the home institution is the Graduate Center o A request to IT Services for a new central faculty account can only be received from the APO or EO (or designee) for the primary GC program to which the faculty member has been appointed. name of the new faculty member title of the new faculty member EMPLID of the new faculty member primary program to which the faculty member has been appointed effective start-date at the GC for the appointment office location (room number) assigned to the new faculty member o The GC user account is created effective the faculty member s start-date at the GC for the appointment. Such accounts do not have defined end-dates A GC mailbox in the gc.cuny.edu domain is created as well o GC user account credentials for the new faculty member are returned to the original requestor when the IT Services ticket is closed. 4

5 Doctoral faculty for whom the home institution is not the Graduate Center o A request to IT Services for a new non-central faculty account can only be received from the APO or EO (or designee) for the primary GC program to which the faculty member has been appointed. name of the new faculty appointee title of the new faculty appointee EMPLID of the new faculty appointee home institution for the new faculty appointee home institution address for the new faculty appointee primary program to which the faculty member has been appointed effective start-date at the GC for the appointment office location (room number) assigned to the new faculty appointee o The GC user account is created effective the faculty member s start-date at the GC for the appointment. Such accounts do not have defined end-dates institution o GC user account credentials for the new faculty appointee are returned to the original requestor when the IT Services ticket is closed. n-doctoral faculty o A request to IT Services for a new account for a non-doctoral faculty member can only be received from the APO or EO (or designee) for the primary GC program to which the faculty member has been appointed. name of the new faculty member title of the new faculty member EMPLID of the new faculty member home institution for the new faculty member home institution address for the new faculty member primary program in which the faculty member will be teaching effective start-date at the GC for the teaching assignment effective end-date at the GC for the teaching assignment office location (room number) assigned to the new faculty member o The GC user account is created effective the individual s start-date at the GC for the appointment and disabled effective the individual s end date. Such accounts must have defined end-dates Such accounts may be renewed for an additional defined period of time, provided such requests are made by the sponsoring department on behalf of the account holder institution o GC user account credentials for the new faculty appointee are returned to the original requestor when the IT Services ticket is closed. 5

6 Visiting Scholars, Visiting Professors o A request to IT Services for a new account for a Visiting Scholar or Visiting Professor only be received from the Provost Office or Advanced Research Collaborative. name of the new faculty appointee title of the new faculty appointee EMPLID of the new faculty appointee home institution for the new faculty appointee home institution address for the new faculty appointee primary GC organization with which the faculty member will be working effective start-date at the GC for the appointment effective start-date at the GC for the appointment office location (room number) assigned to the new faculty appointee o The GC user account is created effective the individual s start-date at the GC for the appointment and disabled effective the individual s end date. Such accounts must have defined end-dates. Such accounts may be renewed for an additional defined period of time, provided such requests are made by the sponsoring department on behalf of the account holder. institution o GC user account credentials for the new faculty appointee are returned to the original requestor when the IT Services ticket is closed. STAFF GC Employees o The CUNY First HCM system is automatically queried on a daily basis for new staff hires at the GC. o For any new hire, the following data elements are captured: name of the new staff person primary title for the new staff person EMPLID of the new staff person primary organization in which the individual will be working start date for the new staff person office location (room number) for the new staff person o A GC user account with an associated GC account is created effective the new employee s start date. o The new employee s GC user account credentials are sent to the Office of Human Resources to be delivered to the individual. RF-funded employees with GC work assignments o A request to IT Services for a new account for an RF-funded employee with GC work assignments can only be received from the Office of Sponsored Research on behalf the Research Foundation. name of the new staff person primary title for the new staff person 6

7 EMPLID of the new staff person primary organization in which the individual will be working start date for the new staff person office location (room number) for the new staff person o A GC user account with an associated GC account is created effective the new employee s start date. o The new employee s GC user account credentials are sent to the Office of Sponsored Research to be delivered to the individual. OTHER USERS Other Users such as contract workers, service entities, tenants, interns, volunteers, and similar roles o A request to IT Services for a new account for an individual of this sort can only be received from the manager (or designee) for the primary organization at the GC with which the individual will be affiliated. name of the individual title of the individual EMPLID of the individual (if available) primary organization in which the individual will be working the individual s address in the domain of the organization in which the individual will be working GC organization with which the individual is affiliated, if any effective start-date at the GC for the individual identified end-date or renewal date for the individual s affiliation with the Graduate Center o The GC user account is created effective the individual s start-date at the GC for the appointment and disabled effective the individual s end date. Such accounts must have defined end-dates Such accounts may be renewed for an additional defined period of time, provided such requests are made by the sponsoring department on behalf of the account holder institution or organization o GC user account credentials for the individual are returned to the original requestor when the IT Services ticket is closed. 7