Policy on Issuance and Expiration of Accounts

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 enterprise system, 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 Accounts Account Expiration
UVa Undergraduate, Graduate, Professional & Continuing Education Students Go to the site http://www.itc.virginia.edu/accounts/studentaccounts.html. Lifetime email account.
Other resources deleted when member becomes inactive at UVa.
Faculty & Staff Go to the site http://www.itc.virginia.edu/accounts/facstaffaccounts.html.
Will receive NetBadge password, then click on the link to create an email account.		 All accounts deleted when member becomes inactive in the Human Resources (HR) file.
Post-docs/Non-UVa-paid Post-docs Department is required to arrange for member's information to be added to UVa database. Department submits a request to accounts@virginia.edu. All accounts deleted when member is no longer affiliated with the department. Department is required to send email to accounts@virginia.edu requesting deletion of account.
Retired University Faculty & Staff Must be retiring with full benefits to keep account. Member contacts accounts@virginia.edu requesting that their computing ID be kept active. Member renews accounts annually.
Adjunct Faculty Must be in the HR file as active employee. Check status at UVa Home Page under People search. If in the People search, take the Responsible Computing quiz to get NetBadge password (see http://www.itc.virginia.edu/accounts/facstaffaccounts.html).
If not in People search, contact supervisor/department for help. 		Department affiliation must be renewed each year in order to keep account active; non-active accounts are deleted.
Non-UVa Collaborator Department is required to arrange for member's information to be added to UVa database. Department submits a request to accounts@virginia.edu. All accounts deleted when member is no longer affiliated with the department. Department is required to submit email to accounts@virginia.edu requesting account be deleted.
Visiting Faculty Department is required to arrange for a member's information to be added to the UVa database. Department submits a request to accounts@virginia.edu. All accounts deleted when member is no longer affiliated with the department. Department is required to submit email to accounts@virginia.edu requesting deletion of account.
Contract Employee/Consultant Department is required to arrange for a member's information to be added to the UVa database. Department submits a request to accounts@virginia.edu. All accounts deleted when the member is no longer affiliated with the department. The department is required to submit email to accounts@virginia.edu requesting deletion of account.
Development/University Foundation Employees Each department has their Human Resources representative add/delete information.  
Health Sciences Center-related Affiliates or Foundation Employees Contact Health Sciences Center.  

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 (email 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: September 2008, May 2004, May 2002, March 2001

© 2009 by the Rector and Visitors of the University of Virginia.

The information contained on the University of Virginia’s Department of Information Technology and Communication (ITC) website is provided as a public service with the understanding that ITC makes no representations or warranties, either expressed or implied, concerning the accuracy, completeness, reliability or suitability of the information, including warrantees of title, non-infringement of copyright or patent rights of others. These pages are expected to represent the University of Virginia community and the State of Virginia in a professional manner in accordance with the University of Virginia’s Computing Policies.