Account addition and deletion policies

Policy detailing when to add and delete users in each of our account categories.

Reviewed 5/8/14 by Bil Hays

The department has users in a variety of categories, all listed below.  Timing of account creation and deletion is dependent on user category.

adjunct: adjunct faculty.  These are added when adjunct faculty are appointed and deleted when their appointments end.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the Account Manager to check with the department’s Administrative Manager to see if appointments have expired.  If so the user gets a one-month warning, after which his account is deleted.

alumnus: graduates with advanced degrees from UNC Computer Science, or graduates with Bachelor’s degrees who have worked for the department two semesters.  Within a month after semesters end, the Student Services Manager provides the Account Manager with a list of students who have graduated with advanced degrees from the department and notes which ones received MS degrees and are continuing.  He emails the ones receiving PhD degrees or receiving MS degrees, offering alumnus accounts, which have a lower quota.  He gives them three months to get down to quota, offers assistance in doing so, and after three months he either deletes the accounts or reduces the quota, depending on whether the alumnus got within quota.  The Account Manager emails undergraduates receiving degrees, offering alumnus accounts to those who have worked for the department for two semesters.  He tells them of the lower quota and gives them three months to get down to quota, and after three months he either deletes the accounts or reduces the quota, depending on whether the alumnus got within quota.  These accounts stay in place as long as the users want them.

bass: bass only accounts.  These accounts only work on the BASS supercomputer.  They are billed at 5% FTE, starting and will remain active as long the BASS keeps running and someone continues to pay for them.

courses: This category specifies the course number and the semester; e.g., cs410f13 for someone taking Comp 410 in Fall 2013.  The Account Manager downloads class rolls from Connect Carolina, and a member of our staff sets up accounts for all non-majors registered for classes numbered 410 and above, plus certain lower level classes (e.g., Comp 060) with specific needs for accounts.  A member of our staff does this bimonthly and also repeats the process several times during the first two weeks of classes, to keep up with drop/adds.  After drop/add is done, we notify holders of courses accounts who are no longer registered that their accounts will be deleted in one month, and in a month we delete them.

faculty: paid faculty in Computer Science.   These are added when faculty are appointed and deleted when their appointments end.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the IT Director to check with the department’s Administrative Manager to see if appointments have expired.  If so the user gets a three-month warning, after which his account is deleted, unless the chair specifies that the account should remain.

graduate: graduate student in Computer Science; this includes grads on leave of absence and part-timers.  The Account Manager receives a list of new graduate students from the Student Services Manager in June (and sometimes in December), and he creates accounts for them.  These accounts remain in place until the student leaves the program.  If they leave without graduating, the Account Manager gives them one month notice and then deletes their account.  If they graduate, he offers them an alumnus account as described above.

major: undergraduate Computer Science majors.  We have tickets automatically logged bimonthly for the Account Manager to download a list of Computer Science majors from the Registrar.  Then he runs scripts to determine what accounts should be added or deleted.  For students who had other category accounts and have changed categories to major, he updates our user database.  He also changes the category for students who were majors but have changed to another major but are enrolled in Computer Science courses.  He contacts those who graduated, changed majors, or left, i.e., those who are no longer majors and are no longer enrolled.  With the exception of those who worked for the department two semesters and graduated from this department (who get alumnus accounts, above), they are given a one-month warning, after which his account is deleted.  When an account changes change from a class account to a major account, we create a Google domain account and notify them.  Similarly, when an account changes from a major account to a class account, we give them one month notice that the Google domain account will be deleted, and then we delete it.

ptstaff: students who are paid by the department and who are not taking courses and are not majors.  These are added when ptstaff are employed by the department and deleted when their employment here ends.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the Account Manager to check with the department’s Administrative Manager to see if appointments have expired.  If so the user gets a one-month warning, after which his account is deleted.  Between those tickets, if we note that a ptstaff person is not working here any more, we may give the one-month warning earlier.

research: guest/researcher/visitor account, paid for by research group as % of FTE.  These are added when faculty request them and fill out the guest/research/user request form or send email specifying the user’s name, email forwarding address, fund source, and percentage FTE.  They are removed when the sponsoring faculty member says he is no longer wishes to sponsor the account, at which point we email the user with a one-month warning, after which his account is deleted.  In addition, we have tickets automatically logged on 4/15 and 10/15 for the IT Director to check with faculty to see if they still need their sponsored accounts.  The monthly reports of who is sponsored by whom are kept in a place where faculty can get to them.

retired: retired faculty and staff.   The Account Manager emails retiring faculty and staff, offering retired accounts, which have a lower quota.  He gives them three months to get down to quota, and after three months he either deletes the accounts or reduces the quota, depending on whether the retired faculty or staff member got within quota. These accounts stay in place as long as the users want them.

special: accounts for programs or projects, as opposed to people.  These accounts generally don’t have working passwords, with the exception of superuser accounts, which are subject to their own set of rules.  Special accounts are removed when no longer needed.  We have tickets automatically logged on 3/21 for systems administrators to check these and remove them when no longer needed.

staff: Computer Science non-faculty non-student employees, including postdocs paid by this department.  These are added when the staff member is hired and deleted when their employment here ends.  We have tickets automatically logged on 1/20, 5/15, and 9/1 for the Account Manager to check with the department’s Administrative Manager to see if any staff members’ employment has ended without the Account Manager noticing.  The user gets a one-month warning, after which his account is deleted, unless he is retiring, in which case the account is handled as specified above for retired staff.

3rdtech: These are 3rdtech employees with accounts approved in advance by the Associate Chair for Finance.  They are reviewed by the Associate Chair at the end of each year and removed as necessary.  (Currently there are none, and it is unlikely there will be again.)