Page tree
Skip to end of metadata
Go to start of metadata

I. Account Creation

The Valparaiso University Office of Information Technology (IT) accounts allow employees, students, and other authorized persons as described in this policy to gain access to Valpo electronic communication facilities and other University IT resources. These accounts may include email, network shared drives (e.g., H: and S: drives), DataVU, Blackboard Learn, computer lab access, Colleague, Library databases, and a number of other applications.

University IT accounts are intended to be used primarily for official University business, including employee and student academic pursuits, and employee administrative, personnel, and/or business matters. Policies about the use of IT accounts are governed by the Acceptable Use Policy.

By convention, an account username assigned to an individual is automated, and uses the first letter of the person's first name with up to the first 7 letters of the person's last name assignee’s first initial and last name as noted on hiring or registration paperwork (e.g., jsmith or wjohnson). If multiple people in the system have the same last name and their first names start with the same letter, each person beyond the first will have a number at the end of their user name, which increases sequentially (e.g. sjohns13).

A. Faculty and Staff

Upon completion of paperwork processing by Human Resource Services, each employee is assigned a unique IT account username associated exclusively with that person which provides access to electronic resources needed to carry out his/her job duties. This access includes Active Directory, Google, DataVU, network drives, Blackboard Learn, secure wi-fi, VPN, and may include other access dependent on academic needs.

  1. Home directories - All Faculty and Staff are provisioned a Home directory folder on the university's file server.  At this time quotas are not enforced, but IT reserves the right to implement and enforce quotas if necessary.  Home directories are intended for university business use and should not be used to store personal music, photos, videos, or other data not related to a persons job function.  Home directories are not intended as backup storage locations for personally owned computers.  Upon termination of employment, all data stored in Home directories become property of the university.
  2. G-Suite accounts - All Faculty and Staff are provisioned a G-Suite account which include a GMail email account, Calendar account, and unlimited Cloud Storage.  Upon termination of employment, all data stored in G-Suite locations become property of the university.  If a Faculty and/or Staff members is an Alum, a new, blank G-Suite account may be provisioned for the Alum's personal use.  This account will retain the FirstName.LastName@valpo.edu unless the university determines retaining possession of the address is vital to university operation; wherein another address will be used (i.e. FirstName.LastName1@valpo.edu)
  3. Upon termination of employment Faculty and Staff members Active Directory account, which provides authentication services for services such as DataVU, Blackboard, Secure WiFi, etc will be disabled; unless the person is an Alum in which case the Active Directory account remains enabled allowing limited access to some resources.
  4. Security Group memberships - Upon termination membership in all security groups will be removed from the former Faulty and Staff member's Active Directory account revoking access to shared folders and other resources and services.  One exception to this  is the security group which is used to populated Facilities Management's Key Management System (SimpleK)

B. Students

Upon registration, each student is assigned a unique IT account username associated exclusively with that person which provides access to electronic resources needed to carry out his/her academic pursuits. This access includes Active Directory, Google, DataVU, Blackboard Learn, secure wi-fi, VPN, and may include other access dependent on academic needs.

  1. Home directories - Students in the College of Engineering program, those registered for CIS courses, or those specifically specified by a professor with a clear academic need will be provisioned a Home directory with an enforced quota of 1 GB.  Upon graduation or withdrawal from studies, the alum will receive a limited period of time to transfer any data within their Home directory to another storage location, before the data is purged.
  2. G-Suite accounts - All students are provisioned a G-Suite account which include a GMail email account, Calendar account, and unlimited Cloud Storage.  Upon graduation or withdrawal from studies the alum will remain in possession of G-Suite account, with the exception of those who are Faculty and/or Staff after their studies end.
  3. Upon graduation or withdrawal from studies, the alum's Directory account, which provides authentication services for services such as DataVU, Blackboard, Secure WiFi, etc will remain enabled; allowing limited access to some resources, such as DataVU.

C. Emeritus

A retiring faculty member (emeritus) will retain his/her Google account, Active Directory account, home directories, access to the campus secure wi-fi, and the discretion of their college or department, shared network folders. All other IT access will be disabled immediately upon completion of paperwork processing by Human Resource Services. 

  1. Home directories - Faculty with Emeritus status will continue to have access to their Home Directories indefinitely.
  2. G-Suite accounts - Faculty with Emeritus status will continue to have access to their G-Suite accounts.
  3. Active Directory accounts will remain enabled allowing intranet, DataVU, and VPN access.
  4. Security group memberships - Access to shared folders and other resources may be revoked or remain in place at the discretion of the owner of data or resource.

D. Retired Staff

A retiring staff members will retain limited computer access if they meet the criteria specified by Human Resources for "Retiree w/Computer access status. 

  1. Home directories - Retired staff with computer privileges will continue to have access to their Home Directories indefinitely.
  2. G-Suite accounts - At the time of retirement the G-Suite account of the retiree remains the property of the university.  Retiring staff members eligible for computer access will be provisioned a new, blank G-Suite account retaining their previous email address (FirstName.LastName@valpo.edu), unless the university determines retaining possession of the address is vital to university operation; wherein another address will be used (i.e. FirstName.LastName1@valpo.edu).
  3. Active Directory accounts will remain enabled allowing intranet, DataVU, and VPN access.
  4. Upon termination membership in all security groups will be removed from the former Faulty and Staff member's Active Directory account revoking access to shared folders and other resources and services.  One exception to this  is the security group which is used to populated Facilities Management's Key Management System (SimpleK)

E. Generic Stuaid

Generic student aid accounts will be provisioned for use by student employees of a given department will be created upon request by the department, and will include Active Directory and secure WiFi, and may include network shared drives. Supervisors will be provided with credential information and shown how to manage the account using an interface integrated with the Account Management System. Accounts may be restricted to specific workstations and logon hours/days may also be restricted.

  1. Home directories - Generic student aid account will not be provisioned home directories.
  2. G-Suite Accounts -  Generic student aid account will not be provisioned G-Suite accounts.
  3. Assigning account to student workers will be the responsibility of one or more faculty/staff within a department.  When a student worker is terminated and resetting the password will be the generic student aid account will be the responsibility of the departmental person managing the accounts.

F. Contingent Workers

A contingent worker may be assigned IT accounts as needed to perform duties associated with his/her formal relationship with the University, as indicated on the Non-Employee Form filed with Human Resource Services by the requesting department. This access will include Active Directory and secure wi-fi, and may include network shared drives.

  1. Home directories - Contingent workers will not be provisioned home directories.
  2. G-Suites accounts - Contingent workers  will not be provisioned G-Suite accounts.

G. Admits

Upon admission to the University, each admit is assigned unique IT account credentials which provides access to Active Directory, G-Suite account, and access to secure WiFi.

I. Student Interns

Upon completion of the Non-Employee Form filed with Human Resources), each intern is assigned unique IT account credentials which provides access to Active Directory, Google, secure wi-fi, and may include shared network drives.

J. Volunteers w/ Computer Access

Individuals who do not fit any of the other defined groups, but have a legitimate business need for access to Valpo computer resources will be assigned accounts by a university department presenting to HR a completed copy of the Non-Employee Form.  A limited Active Directory account and Google G-Suite account will be provisioned.

K. Affiliated Organization Employee   

Individuals belonging to affiliated organizations, such as Interlink, Bookstore, Lutheran Deaconess Association, St. Teresa of Avila, etc. and have a legitimate business need for access to Valpo computer resources will be assigned accounts by a university department presenting to HR a completed copy of the Non-Employee Form. An Active Directory account and Google G-Suite account will be provisioned.

  1. Home directories - Affiliated Organization Employees are provisioned a Home directory folder on the university's file server.  At this time quotas are not enforced, but IT reserves the right to implement and enforce quotas if necessary.  Home directories are intended for university business use and should not be used to store personal music, photos, videos, or other data not related to a persons job function.  Home directories are not intended as backup storage locations for personally owned computers.  Upon termination of employment, all data stored in Home directories become property of the affiliated organization.  * A decision needs to be made regarding ownership.
  2. G-Suite accounts - Affiliated Organization Employees are provisioned a G-Suite account which include a GMail email account, Calendar account, and unlimited Cloud Storage.  Upon termination of employment, all data stored in G-Suite locations become property of the affiliated organization.  * A decision needs to be made regarding ownership.  If the Affiliated Organization Employee is an Alum, a new, blank G-Suite account may be provisioned for the Alum's personal use.  This account will retain the FirstName.LastName@valpo.edu unless the affiliated organization determines retaining possession of the address is vital to university operation; wherein another address will be used (i.e. FirstName.LastName1@valpo.edu)
  3. Upon termination of employment the Affiliated Organization Employee's Active Directory account, which provides authentication services for services such as DataVU, Blackboard, Secure WiFi, etc will be disabled; unless the person is an Alum in which case the Active Directory account remains enabled allowing limited access to some resources.

L. Temporary Agency Employee

M. Guest Accounts

Temporary guest Active Directory accounts will be provisioned ad-hoc by the request of a university department or affiliated organization for providing limited access to university computer resources.  Requests for accounts must be made through the iTicketing System and are subject to approval of the Office of Information Technology.  Accounts may be restricted to specific workstations and logon hours/days may also be restricted.

  1. Home Directories - Home directories will not be created for any guest accounts
  2. G-Suite Accounts - G-Suite accounts will not be created for any guest accounts.
  3. Shared Folders - Guest account will only have read-execute access to the default user shared folders.

N. Shared Departmental Accounts 

Google G-Suite accounts will be provided to university departments for shared departmental and inter-departmental purposes.  Requests for accounts must be made through the iTicketing System. 

O. Student Organization Accounts

Google G-Suite accounts will be provided to university recognized student organizations for shared organizational purposes.  Requests for accounts must be made through the iTicketing System and require approval by the student organization's faculty/staff advisor. 

P. Board of Directors

Q. Courtesy Card Holders



Who qualifies?

When is account provisioned?

What resources are provisioned?

Active Directory

Blackboard

Google Suite

DataVU

Home Directory

Shared Directory

Colleague

When is account deprovisioned?


Version Date Comment
Current Version (v. 11) Dec 05, 2018 11:36 Kevin Ledbetter
v. 10 Dec 03, 2018 16:48 Kevin Ledbetter
v. 9 May 24, 2018 16:52 Kevin Ledbetter
v. 8 May 24, 2018 16:50 Kevin Ledbetter
v. 7 May 21, 2018 14:05 Kevin Ledbetter
v. 6 May 21, 2018 11:29 Kevin Ledbetter
v. 5 Nov 03, 2017 15:03 Kevin Ledbetter
v. 4 Oct 17, 2017 13:58 Kevin Ledbetter
v. 3 Oct 17, 2017 10:43 Unknown User (rklein)
v. 2 Oct 04, 2017 10:44 Kevin Ledbetter
v. 1 Oct 04, 2017 10:03 Kevin Ledbetter


  • No labels