Policy Role Accounts Technical Services Group Southern Regional

Transcription

1 Page 1 Policy Role Accounts Technical Services Group Southern Regional Contents Rights and responsibilities... 1 Limited Usage... 1 Registration Process... 1 Passwords... 1 Acceptable use policy... 2 The De-registration Procedure... 2 Role account Create Role Account... 3 Network Accounts Policy... 4 Role Account Authority 8 Rights and responsibilities The responsibility for the role account/s is with the person whose STAFF ID number is associated with the role account in MDS. They shall be known as Role Account Manager. The responsibilities as defined by the Role Accounts Policy and the creation management, maintenance and de-registration of role accounts, is with the Role Account Manager. Limited Usage A role account is not to be used or shared between more than two users of any given role account at any given point in time. It is the responsibility of the Role Account Manager to ensure this limited usage is maintained. Information on what role accounts functions are can be found at: Registration Process Registration is per and managed via attachment as APPENDIX A to this document. This document is available from Technical Services Group Southern Regional on request. Passwords Role accounts are to change their passwords every 90 days. It is the responsibility of the Role Account Manager to ensure that pass words are maintained in accordance with the acceptable use policy. It is the responsibility of the Role Account Manager to ensure that pass words are changed every 90 days

2 Page 2 Acceptable use policy It is the responsibility of the Role Account Manager to ensure the account is managed and maintained under the following policies. Depending on the status of the person receiving the role account one or more of the policies will apply The De registration Procedure Requests for deregistration of role accounts will be made via the normal deregistration procedures as per the deregistration policy attached as APPENDIX B. A copy of the policy is available through Technology Services Group Southern Regional. Under the policy: Role account "An address associated with a generic account that is restricted to School, Departmental or Centre level should include the name or abbreviation of the School, Department or Centre to avoid ambiguity. It is recommended that such addresses adopt the format: role.affiliation@med.monash.edu.au." Medicine postmasters cannot create their own aliases without approval from the IT Strategic Sub Committee unless the address contains the Department or School name. All requests for an exemption for an alias or list should be sent to: .address.request@med.monash.edu.au The committee meeting dates are available at:

3 Page 3 Appendix A Create Role Account Role Name Linked ID Number Department Contact Date : Reply to request with an asking the following questions as requested by ITS What will be its primary purpose? - Who will be taking responsibility for its use? - What is their Staff ID #? - Who will actually be making use of the account? Which machines will it be used from? What is the password changing policy for this account? How often will it be reset, and who will reset it? Which systems and services is it supposed to have access to?- When you have received these answers Go to Usercode Maintenance in Crux Web interface. Add Role Account username, Tick new and press Add Fill in username and responsible users from Rego Form Select Department Add requested systems - Authcate, MMS, STAFF NDS, MODEMEXT After Crux is sent to you containing errors Send mail to ITS helpdesk - Could the following account be marked as a role account in CRUX. Include the answers to the questions the user has provided. After receiving Helpdesk confirmation Create MDS Entry Add to Novell Groups if requested Send to notification person saying the account is ready to use

4 Page 4 Appendix B Network Accounts Policy Technology Services Group Southern Regional August 2008 Contents Rights and responsibilities... 1 Limited Usage... 1 Registration Process... 1 Passwords... 1 Acceptable use policy... 2 The De-registration Procedure... 2 Role account Create Role Account... 3 De-Registration Process... 5 Cancellation of Accounts... 5 The Policy... 5 Account Types... 6 Fixed-Term and Casual Staff... 6 Honorary and Contractor Positions - Visiting Academics... 6 Role Accounts... 6 The De-registration Procedure... 7

5 Page 5 De Registration Process Each month the department(s) is sent the reports listing the network accounts which are being charged to their SAP Codes. Each department is responsible for checking these reports and advising HR and TSG Southern Regional, if there are any users which have left and therefore the accounts can be cancelled. Cancellation of Accounts The cancellation of network accounts will mean the person will lose the following access: AUTHCATE (which includes proxy access including account) NOVELL (includes access to Monash printers and print queues) SHARED DRIVES (Network drive access) JOURNALS (Library and Medical Journals) The Policy If the account is created after the 27th of the month then there is no charge for the month. If the account is cancelled (request received) by the 7th of the month, informing that the staff member left the previous month, then there is no charge for the month i.e. left September, notified 6 October, no charge for October. We do not provide credit for accounts where the staff member left months/years ago. It is the responsibility of the department to notify us that the account is no longer required.

6 Page 6 Account Types Fixed Term and Casual Staff As Fixed-Term and Casual staff have 'end-dates' in SAP, their network accounts will automatically expire at the end of the contract, unless a 1 month 'grace' period form is filled out: If a staff member is finishing before the end of their contract then the 'Notice of Resignation' form MUST be filled out: Honorary and Contractor Positions Visiting Academics When Honoraries and Contractors are entered in the HR system to get an ID number, and an end-date is specified in the system. If the person finishes early than planned, there is no automatic way in which they are removed from the HR system. A ' Notice of Resignation' form MUST be filled out; otherwise they will continue to be charged for the network account: Students A student account is linked with their Candidature (i.e. PhD). Once the student submits their PhD and it is accepted, then computer access will be cancelled. i.e. PhD candidature to 31 December - Submits in August - Access OK. PhD Accepted in October - Access cut immediately. NOTE - If the student is moving to a casual or Honorary position then the appropriate HR paperwork must be completed. However, you can request for a Deletion of a network account for a Post Graduate student - this DOES NOT delete their student computer account, but they do lose systems access, as mentioned for Staff accounts above. Role Accounts A Role account is one which is set up for a specific task i.e. Reception or a Generic Role i.e. Visiting Academic #1 Whilst this account is setup at the request of a staff member, deleting a role account DOES NOT delete the individual staff members account/access.

7 Page 7 The De registration Procedure A two stage process for complete de-registration 1) For ALL Staff members, paid or not-paid, a 'Notice of Resignation' form MUST be filled out and submitted to HR. 2) ALL de-registration requests for Staff (as per above point), Post Graduate and Role Accounts MUST be notified through the JobDesk to TSG Southern using the following format: subject: "Account Cancellations - DEPARTMENT NAME - DEREG DATE". e.g. Account Cancellations - Surgery - DEREG 31 OCT Moving Departments 1) If the staff member is moving within the University, they must request an account transfer through their new department. NOTE - After Notice of Resignation form is actioned by HR Services, the account will be automatically deleted from the system. Charges will apply if one of the above stages is not completed. Authorized on behalf of the Network Committee: Signature: Date: David Phillips Chair Network Committee. MMC Clayton

8 Page 8 Appendix C Role Account Authority Name: Staff ID: Role Account Username: I have read and understood the Role Accounts Policy document and will adhere to the guidelines as specified within the Policy, Role Accounts Technical Services Group Southern Regional. Date: Signature: