Account addition and deletion policies

reviewed by Brian White 4/26/2012

The department has users in a variety of categories, all listed below.  Timing of account creation and deletion is dependent on user category.

adjunct: adjunct faculty.  These are added when adjunct faculty are appointed and deleted when their appointments end.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the IT Director to check with the department’s Administrative Manager to see if appointments have expired.  If so the user gets a one-month warning, after which his account is deleted.

alumnus: graduates with advanced degrees from UNC Computer Science, or graduates with Bachelor’s degrees who have worked for the department two semesters.  Within a month after semesters end, the IT Director gets a list of students who have graduated from the Student Services Manager.  He emails graduates offering alumnus accounts, which have a lower quota and gives them three months to get down to quota, and after three months he either deletes the accounts or reduces the quota, depending on whether the alumnus got within quota.  The IT Director emails undergraduates receiving degrees, offering alumnus accounts to those who have worked for the department for two semesters.  He tells them of the lower quota and gives them three months to get down to quota, and after three months he either deletes the accounts or reduces the quota, depending on whether the alumnus got within quota.  These accounts stay in place as long as the users want them.

bass: bass only accounts.  These accounts only work on the BASS supercomputer.  They will remain active as long as the user continues to change passwords on time and the BASS continues to exist.

courses: This category specifies the course number and the semester; e.g., cs410f12 for someone taking Comp 410 in Fall 2012, or cs0Isf12 for independent study in Fall 2012.  The IT Director downloads class rolls from the Connect Carolina and sets up accounts for all non-majors registered for classes numbered 410 and above, plus certain lower level classes with specific needs for accounts.  He does this typically in June and in early December and then repeats the process several times during the first two weeks of classes.  After drop/add is done, he notifies holders of courses accounts who are no longer registered that their accounts will be deleted in on month, and in a month he deletes them.

faculty: paid faculty in Computer Science.   These are added when faculty are appointed and deleted when their appointments end.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the IT Director to check with the department’s Administrative Manager to see if appointments have expired.  If so the user gets a one-month warning, after which his account is deleted, unless the chair specifies that the account should remain.

graduate: graduate student in Computer Science; this includes grads on leave of absence and part-timers.  The IT Director receives a list of new graduate students from the Student Services Manager in June (and sometimes in December), and he creates accounts for them.  These accounts remain in place until the student leaves the program.  If they leave without graduating, the IT Director gives them one month notice and then deletes their account.  If they graduate, he offers them an alumnus account as described above.

major: undergraduate Computer Science majors.  We have tickets automatically logged on 4/1 and 9/7 for the IT Director to download a list of Computer Science majors from the Registrar.  For students who had other category accounts and have changed categories to major, he updates our user database.  He also changes the category for students who were majors but have changed to another major but are enrolled in Computer Science courses.  He contacts those who graduated, changed majors, or left, i.e., those who are no longer majors and are no longer enrolled.  With the exception of those who worked for the department two semesters and graduated from this department (who get alumnus accounts, above), they are given a one-month warning, after which his account is deleted.

ptstaff: students who are paid by the department and who are not taking courses and are not majors.  These are added when ptstaff are employed by the department and deleted when their employment here ends.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the IT Director to check with the department’s Administrative Manager to see if appointments that have expired.  If so the user gets a one-month warning, after which his account is deleted.

research: guest/researcher/visitor account, paid for by research group as % of FTE.  These are added when faculty request them and fill out the guest/research/user request form.  They are removed when the sponsoring faculty member says he is done with the account.  We have tickets automatically logged on 4/15 and 10/15 for the IT Director to check with faculty to see if they still need their sponsored accounts.  If the faculty member withdraws funding, the user gets a one-month warning, after which his account is deleted.

retired: retired faculty and staff.   The IT Director emails retiring faculty and staff, offering retired accounts, which have a lower quota.  He gives them three months to get down to quota, and after three months he either deletes the accounts or reduces the quota, depending on whether the retired faculty or staff member got within quota. These accounts stay in place as long as the users want them.

special: accounts for programs or projects, as opposed to people.  These accounts generally don’t have working passwords, with the exception of superuser accounts, which are subject to their own set of rules.  Special are removed when no longer needed.  We have tickets automatically logged on 3/21 for systems administrators to check these and remove them when no longer needed.

staff: Computer Science non-faculty non-student employees, including postdocs paid by this department.  These are added when the staff member is hired and deleted when their employment here ends.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the IT Director to check with the department’s Administrative Manager to see if any staff members’ employment has ended without the IT Director noticing.  The user gets a one-month warning, after which his account is deleted, unless he is retiring, in which case the account is handled as specified above for retired staff.

3rdtech: These are 3rdtech employees with accounts approved in advance by the Associate Chair for Finance.  They are reviewed by the Associate Chair at the end of each year and removed as necessary.