ITS IAM Contact Responsibilities

Owned by McDonnell, Kim
Last updated: Feb 13, 2024 by Grosshandler, Mike
4 min read

(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.

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 email from their departmental ITS Access Notice Mailbox (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

New Accounts

New account requests must be submitted to ITS by the ITS IAM Contact.  The IAM Contact will be notified for approval for requests made by others from within their department.

Specific types of Resource forms are listed below:

Updates to Existing Accounts

The addition and removal of group membership can be accomplished with the Group Access Manager by Account's owner(s) for ITS resources.  For updating resources not found in Group Access Manager, please contact your Technology Coordinator.  Please be aware that you must use the University's VPN service to access the Group Access Manager off-campus. 

To update the ownership of an account or departmental resource, please submit a Group Owner Maintenance Request Form. 

Documentation for how to use the Group Access Manager is available.

Account Terminations/Deprovisioning

The ITS Identity and Access Management Group sends daily notifications (Monday - Friday) via email from (ITS Access Information - itsaccessinfo@albany.edu) to each designated department(s) 'ITS Access Notice' UAlbany mail account (i.e. 00000-ITSAccessNotice@albany.edu) if there are employees in your department identified by Human Resources as being terminated, transferred or having a role change.



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.

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

  • UNIX file storage/personal web space

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

  • UNIX and Windows file storage/personal web space