Policy on Issuance and Expiration of Accounts

Department of Information Technology and Communication

University of Virginia

Policy purpose: The purpose of this policy is to provide guidance about whom the University of Virginia will grant accounts on general-use computer services or systems operated by the Department of Information Technology and Communication (ITC), including the University electronic mail systems and Unix systems that are managed by ITC. More specialized services offered by ITC, such as the administrative mainframe computer, the information warehouse, or specialized research computing resources, have their own, more specific policies regarding issuance and expiration of accounts. For more information about specialized services, see the ITCWeb homepage. The elements of policy concerning general-use computer services or systems are contained in the following table:

Classification	Procedures for Granting Account	Account expiration
U.Va. undergrad and grad students, faculty	application Accounts Office, Dynamics Bldg, online-web account creation	Graduation or termination of affiliation with University
Post-docs	application Accounts Office, Dynamics Bldg, staff/faculty ID card or letter from department	Termination of affiliation with the University; post-doc paid through non-University sources must renew annually
Retired University faculty	application Accounts Office, Dynamics Bldg	1 year from start date or renewal
Adjunct faculty	application Accounts Office, Dynamics Bldg, accompanied by dean's or department head's certification of need	1 year from start date or renewal
Salaried University classified staff	application Accounts Office, Dynamics Bldg, or online-web account creation	Termination of employment
Retired University classified staff (with full retirement benefits)	application Accounts Office, Dynamics Bldg	1 year from start date or renewal
Hourly/wage employees	application Accounts Office, Dynamics Bldg, or online-web account creation	Termination of employment
Continuing education students	upon registration for classes students may apply for account at continuing ed	Last day of class or termination
Continuing education adjunct faculty	Contact your Continuing Education Center
Non-U.Va. research collaborator	application Accounts Office, Dynamics Bldg, with written request from U.Va. sponsor who is responsible for account use	1 year from start date or renewal
Visiting faculty	application Accounts Office, Dynamics Bldg, with written request from visitor's institution or U.Va. dean or department head	Duration of visit
Contract employee/consultant	application Accounts Office ,Dynamics Bldg, plus specification in employment contract and need verified by University contract contact	Duration of contract
Student at another institution	application Accounts Office, Dynamics Bldg, plus need verified by home institution academic faculty advisor	1 semester (renewable)
Development/University fundraising foundation employees	Determination by the Development Office	As long as still carried in updated data from Development Office
Federal or state government organization affiliate	application Accounts Office, Dynamics Bldg, plus written request from agency	1 year from start date or renewal
Health Sciences Center-related affiliates or foundation employees	Qualification determined by HSC process	As long as still carried in updated data from HSC
Faculty from other institutions working in Charlottesville	application Accounts Office, Dynamics Bldg, plus request from home institution	1 year from start date or renewal
Family members of any of the above with no other affiliation to UVA	None	No account

University computing resources are not to be used by unauthorized persons. Failure to maintain proper security of your account, which can be used only by you, may result in its termination.

ITC purges the accounts of University account holders as guided by the timetable listed above. It is the responsibility of each individual account holder, prior to the end of their affiliation with the University, to save any important files stored in ITC accounts. Graduate students who are collaborators on research with University faculty are especially encouraged to ensure that any relevant data is moved to appropriate repositories before the end of their affiliation with the University. ITC documentation provides assistance on closing accounts.

Requests for exceptions to ITC's account expiration timetable are submitted to and reviewed by the User Accounts Office of ITC's Computing Support Services Division (e-mail: accounts@virginia.edu). All appeals and other requests requiring higher-level review are directed to the Vice President and Chief Information Officer or the Office of Information Technologies policy director.

For directions to the Dynamics Building and the ITC User Accounts office, please see http://wwwtest.itc.virginia.edu/helpdesk.

Policy effective date: January 1, 1997

Updated: March 22, 2001; May 28, 2002; May 13, 2004