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Service Owner Information:
What does the closed folder report include?
What information is reported for Closed accounts?
What does the transfer report include?
Who has access to the Service Owner info share on the V drive?
When did closures/terminations listed on the closed all (cumulative) report begin?
What department information from employment positions held at the University is listed?
Overview:
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Eligibility is determined by EduPerson Codes (Albany)
(Note: This is only a partial list of examples, as there are many statuses or variations of being active/eligible at the University)
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Step 3 - Actual shutting off of account is 30 days from notification (except for Lecturers who fall in the 6 month grace period)
Step 4 - If an exception is needed, the ability to grant exception with proper notification from the department
Step 5 - After a minimum of 6 8 months, accounts and their data are deleted
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- The following are examples of current notifications emailed from deprovisioning.
Notification Message to Department:
Expand title Click here to see this notification... Subject: Departmental IT Account Information for <DeptmentNumber #####>- <DepartmentName>
Attachment: home2genericiamgprogITAcctInfo_<DepartmentNumber #####>_<DateSent(MMDDYYYY>.xls
Body:
Dear Departmental HR representative,
Below please find a list from Human Resources of employees whose employment status has changed ('Pending Closure,' 'Transfer,' or 'Role Change').
Please see the attached Excel file detailing their access.
- If the employee on the attached report marked as 'Pending Closure,' they are receiving notification that their University computer account and access to IT services will be removed in 30 days. They are instructed to contact their department if there are questions regarding their employment status. ITS has also provided information on how to save personal electronic files. However, effective immediately, the employee no longer has access to Library or Blackboard resources. All IAS PeopleSoft permissions are revoked.If an employee is being rehired/extended, please ensure paperwork to update their record is in Human Resources within 30 days. If paperwork has already been submitted, no further action is needed.
- If the employee is a 'Transfer,' please review their group membership as they may no longer need access to network shares and mailboxes associated with their former department. These individuals will not lose their current IT access or receive any notice from ITS of their transfer.
- If the employee is a 'Role Change,' please review their group membership as they may no longer need access to network shares and mailboxes associated with their former department. Those who receive this status maintain active accounts and are either current/recent students, recent lecturers who may return within the next 6 months, or recently retired emeriti. These individuals will not receive any notice from ITS of their change in status.
Please refer to the De-Provisioning FAQ https://wiki.albany.edu/x/7jaAAg for more information.Should you need further assistance, please notify us by submitting an ITS Help Request http://www.albany.edu/its/svc_help.php
Please do not reply to this message as this mailbox is not monitored.
Thank you,
Identity and Access Management Group
Office of Information Security
Information Technology Services
University at Albany, SUNY
1400 Washington Avenue, ITB C121
Albany, NY 12222Albany ID Action Type Name
<AlbanyID> <Role Change/Transfer/Pending Closure> <Employee Name>Notification to user once account is identified for closure:
Expand title Click here to see this notification... Subject: Your UAlbany IT Accounts are scheduled for closure on MM/DD/YYYY
Body:
Dear Former UAlbany Constituent,
We are writing to inform you that your University computer account and access to IT services will be deactivated on the date listed above unless there is a change in your employment or student status. However, access to Blackboard and the Libraries is not granted during the 30 day grace period and is deactivated effective immediately. Any IAS PeopleSoft permissions employees have is also removed immediately.We recommend taking action now to save your electronic records including email messages, electronic documents and web pages. Please also update any social media or third-party sites that may use your UAlbany email address as login or as primary email. Once your account is deactivated, you will no longer be able to access your Albany.edu email account or any University IT services which require logging in with a NetID and password, with the exception of MyUAlbany.
Should you return to work or study at the University, your IT access will automatically be reactivated. However, if your account has been closed for longer than six months you will not be able to retrieve any files or emails previously stored in your accounts.
Information on how to prepare for deactivation of your account is available on our website at https://wikialbany.albanyatlassian.edunet/wiki/x/GkL-AQsooeAw
If you are an employee and believe you have received this message in error, please contact your department. If you are a student and believe you have received this message in error, please submit an ITS Help Request http://www.albany.edu/its/help-request.html.
***Please do not reply to this message as this mailbox is not monitored.***
Thank you in advance for your attention to this matter.Thank you,
Identity and Access Management Group
Office of Information Security
Information Technology Services
University at Albany, SUNY
1400 Washington Avenue, ITB C121
Albany, NY 12222
NetID: <Terminated NetID>Notification sent when user returns to an active status:
Expand title Click here to see this notification... Subject: Computer Account & Access to IT Services Retained
Body:
Dear Employee/Student,
We are writing to let you know that your records have been updated and
your University computer account and access to IT services will continue
uninterrupted.
Should you need further assistance please call the Service Desk at (518)442-3700.
Thank you,
Information Technology Services
Identity and Access Management Group (IAMG)Notification sent to emeriti:
Expand title Click here to see this notification... Subject: Important information regarding your UAlbany Emeriti IT accounts. Take action before MM/DD/YYYY
Body:
Dear Colleague,
As a valued member of the University community, we are writing to inform you of the campus IT services that remain available to you. You may continue to use your UAlbany Mail account and file storage, as well as retain access to most of the online services you had prior to retirement.
If you would like to retain these IT services, you will need to confirm your access for the following year. Please log into MyUAlbany (https://www.albany.edu/myualbany) and select the Emeritus Activation under Tasks.
For step-by-step instructions, please see https://wikialbany.albanyatlassian.edunet/displaywiki/askit/Emeritus+Self+Service+Process.x/Qs8eAw
Should you choose to keep your account, ITS has implemented an annual renewal process. We will contact you each year via your UAlbany email address to ensure you wish to retain access to campus IT services. Please see our Emeriti FAQ page https://wikialbany.albanyatlassian.edunet/wiki/x/q89vAg75EeAw for a list of services and additional information.
If you need any further assistance, please submit an ITS Service Request or call the ITS Service Desk at (518) 442-3700.
Thank you in advance for your attention to this matter.
Best regards,
Information Technology Services
Identity and Access Management Group (IAMG)NetID: <Emeritus NetID>
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- Faculty/Staff exceptions may be granted with departmental approval/request from IAM Contact. University employment situations vary and the Identity and Access Management Group is the ultimate decider on whether or not the exception is granted
- Bright Space Brightspace exceptions are granted only after being vetted by the Educational Technology Services (ETS) group. Exception Request must come from that group
- Student exceptions may be granted upon approval by the academic advisor or department staff who can verify that the student legitimately still needs access. (i.e. Masters Thesis work). The advisor/department representative will be responsible for filling out the request form that will be sent to them from the Identity and Access Management Group. The Identity and Access Management Group will make the exception and notify the student
- Student exceptions for short-term temporary access may be approved at the discretion of the Identity and Access Management Group. These exceptions can be made only for accounts that are in disabled status. Accounts that have been deleted are irrecoverable.
- Emeritus exceptions are based on the individual having Emeritus status in their employment record. Emeritus are required to opt-in to maintaining their account once a year. For more details please see
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- You can find your department number listed on the IAM and EAS Contacts askIT wiki page:on Departmental Contacts for Identity and Access Management, Enterprise Administrative SystemsApplication Security, and Human Resources (IAM, EAS, HR Contacts) - askIT - University at Albany
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Those members who have been identified by ITS as service owners, or have reached out showing a business need.
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