Effective: January 1, 1997
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 |
|---|---|---|
| UVa undergrad and grad students, faculty | Application Accounts Office, Dynamics Building, online-web account creation | Graduation or termination of affiliation with University |
| Post-docs | Application Accounts Office, Dynamics Building, 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 Building | 1 year from start date or renewal |
| Adjunct faculty | Application Accounts Office, Dynamics Building, 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 Building, or online-web account creation | Termination of employment |
| Retired University classified staff (with full retirement benefits) | Application Accounts Office, Dynamics Building | 1 year from start date or renewal |
| Hourly/wage employees | Application Accounts Office, Dynamics Building, or online-web account creation | Termination of employment |
| Continuing education students | upon registration for classes students may apply for account at Continuing Education | Last day of class or termination |
| Continuing Education adjunct faculty | Contact your Continuing Education Center | |
| Non-UVa research collaborator | Application Accounts Office, Dynamics Building, with written request from UVa sponsor who is responsible for account use | 1 year from start date or renewal |
| Visiting faculty | Application Accounts Office, Dynamics Building, with written request from visitor's institution or UVa dean or department head | Duration of visit |
| Contract employee/consultant | Application Accounts Office, Dynamics Building, plus specification in employment contract and need verified by University contract contact | Duration of contract |
| Student at another institution | Application Accounts Office, Dynamics Building, 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 Building, 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 Building, 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://www.itc.virginia.edu/helpdesk.
Revisions: May 2004, May 2002, March 2001