ITS IAM Contact Responsibilities
(Information Technology Services, Identity and Access Management Contact Responsibilities)
The role of the ITS IAM Contact is to act as a point of contact for all users within the Department (faculty, staff, and student employees) for all ITS account and network resource related questions and requests. The ITS IAM Contact is an active faculty/staff member who is employed by the department they represent and is aware of changes in personal to that department.
Some Colleges, Schools, and Departments may have their own IT support group that host their own services and resources. Please refer to your local IT support group for those not hosted by ITS.
Responsibilities include:
May request modification, creation, or deletion of network resources from ITS for their department.
As of 5/21/2021, new resources requested by an active department member may not require IAM Contact approval.
Acting as the point of contact by ITS and by members within their department(s) regarding updates to network resources owned by their department.
Monitoring emails from their departmental ITS Access Notice distribution group reporting on (where notices of employees in their department identified by Human Resources as being terminated, transferred, or having a role change ).
Account requests handled by ITS IAM Contacts
The processing time for new requests is up to 5 business days.
Creation or Removal of Accounts and Network Resources
Updates to Existing Accounts
The addition and removal of group membership can be accomplished with the Group Access Manager by the resources' owner(s). For updating resources not found in Group Access Manager, please contact you Technology Coordinator.
To update the ownership of an account or departmental resource, please submit a Group Owner Maintenance Request Form.
Documentation for how to using the Group Access Manager can be found at https://albany.atlassian.net/wiki/x/qpEeAw. Please be aware that you must use the University's VPN service to access the Group Access Manager off-campus.
Account Terminations/De-provisioning
ITS sends daily email notifications from The ITS Access Information Mailbox to each department’s designated distribution group (e.g., 00000-ITSAccessNotice@albany.edu) based on updates in the Human Resource System (IAS/PeopleSoft) regarding departmental personnel changes, including terminations, transfers, and role changes.
If an employee is being rehired by your department, their employment record must be updated in Human Resources within 30 days to maintain their computing accounts. If the If the account is terminated, all group memberships will be removed, including any IAS PeopleSoft access (which is typically removed earlier).
To find a listing of IAM Contacts by department/associated department number please see Departmental Contacts for Identity and Access Management and Administrative & Business Services (IAM and ABS Contacts)
For more detailed information regarding the termination/de-provisioning process please see https://albany.atlassian.net/wiki/x/JpQeAw
Important Note:
When an employee is terminated and their account access is removed, their personal network files are no longer available. ITS strongly recommends that all files which need to be accessed by more than one person, or contain data needed by the department, should be stored in a departmental share rather than an individual’s personal share.
IAM Contact Tips
The ‘NetID’ is required for all account modification requests.
An applicant must already have been added to the IAS system by Human Resources before any additions to computing account access can be processed. When an employee record has been entered in Human Resources, an AlbanyID is assigned, and a NetID and PIN are generated. This information is needed for processing any changes to the account.
'Volunteer’ accounts:
Occasionally an account is required for someone who is not an employee. A record for this population can still be entered in Human Resources with a status of ‘volunteer’ (contact Human Resources for details).
Process to expedite adding an employee record in HR:
Occasionally, departments find it desirable to provide new employees with IT/system access prior to their official start date. In such cases, the department has all of the basic information about the new employee but the appointment packet may not have made it through all regular channels. HR and Sponsored Funds will accept an abbreviated HRM-2 or RF Employee Appointment form, provided it is signed by the Department Head/Principal Investigator and accompanied by a cover page indicating that it is solely for the purpose of generating the AlbanyID, NetID & PIN.
The policy and procedure is described in the online document 'New Employee Access to Online Services’
Note: Payroll and Human Resources currently maintain two separate information pools. Receiving a paycheck does not guarantee that an employee record is up-to-date in Human Resources.
Checking the Status of an Account Request
A ticket is created shortly after any account request is received. To inquire about the status of a request, you can call the ITS Service Desk at (518) 442-3700. The processing time for a new accounts request is 5 business days.
Automatically Created/User Activated IT Accounts
The following accounts and services are created for the new employee or student and are activated by the account holder. These are not managed by the IAM Contacts and need not be requested as they are automatically created based upon the criteria indicated below.
Students - The following accounts are created when an undergraduate student is admitted and deposited. Accounts are automatically created for graduate students upon confirmed acceptance:
Active Directory (Windows Network Access)
UAlbany Mail and One Drive for Business space
MyUAlbany
Faculty/Staff - The following accounts are created when an employee record has been added to the Human Resources system:
Active Directory (Windows Network Access)
UAlbany Mail and OneDrive for Business space
MyUAlbany