Network Account Management

General Terms

Cedarville University reserves the right to terminate or suspend any account, at any time, for any reason. 

No account will be created for individuals aged 13 and under per our contracts with online providers including Microsoft and Google. 

Any network account that has been compromised may be disabled. The individual responsible for the compromised account will work with Information Technology personnel to have their account re-established and must activate multi-factor authentication using Duo Security. 

Account Roles 

Use the links below to quickly jump to a section in this article:

Employee Role 

Definition – A network account with an employee role is provided to any non-student employee in good standing as defined by University Human Resources. Each employee account has a one-to-one correspondence to a record in Colleague. 

Account Privileges: 

• Workplace by Google account with unlimited storage. 

• Microsoft 365 A5 license with 1 TB of OneDrive Storage. 

  • Microsoft OneDrive storage quota is subject to change. 

• Adobe Products 

  • All full-time faculty and full-time staff have access to Adobe products. These faculty and staff are classified as the following in Dayforce: 

    • FT 12 month Faculty 

    • FT 9 month Faculty 

    • FT Administration 

    • FT no vacation Staff 

    • FT1560 Staff 

    • FT2080 Staff 

  • Employees with the following classifications do not have access to Adobe Products.  Access can be granted upon request by the employee’s supervisor using the ticketing system. 

    • Adjunct Instructor 

    • PT Faculty 

    • PT Staff 

    • PT Student Worker 

    • Pioneer 

    • Temporary 

• Wi-Fi 

• Able to send bulk emails

• VPN Access

Requirements:

• All employee accounts must have Multi-Factor Authentication enabled using DUO Security. 

Account Lifecycle:

• Provisioning 

  • An employee account, with full privileges, will be created upon University Human Resources authorizing the creation of the account. 

• Deprovisioning 

  • Access to work related University network resources will be removed when the employee is terminated by University Human Resources. 

  • An employee account will be disabled thirty days after the employee leaves employment at the university. The account will be fully deleted sixty days after termination. Exceptions to this may be authorized by University Human Resources. 

  • Accounts for terminated employees who are considered to be an alum of the university will be converted to an alumni account. 

  • Accounts for employees who retire from the university will be converted to a retiree account. 

  • Accounts for employees who are terminated for cause will be suspended upon notification by University Human Resources. Access to this account may be provided to the supervisor as necessary per instructions and terms determined by appropriate university vice president. 

IT Notes:

• Member of facstaff_users OU 

• For faculty: 

  • Member of auth_faculty ldap group 

  • Edupersonprimaryaffiliation attribute set to faculty 

  • Edupersonaffiliation attribute set to: member, employee, faculty 

  • Edupersonscopedaffiliation attribute set to: member@cedarville.edu, employee@cedarville.edu, and faculty@cedarville.edu 

• For staff: 

  • Member of auth_staff ldap group 

  • Edupersonprimaryaffiliation attribute set to staff 

  • Edupersonaffiliation attribute set to: member, employee, staff

  • Edupersonscopedaffiliation attribute set to: member@cedarville.edu, employee@cedarville.edu, and staff@cedarville.edu 

Student Role 

Definition:

• A student account is provided to any student who is deemed active by the Office of the Registrar. An active student is defined as a student who has an active academic program, is registered for the current or future term(s), or has any course with a current grade of “I” (Incomplete). Each student account has a one-to-one correspondence to a record in Colleague. 

Account Privileges:

• Workplace by Google account with 15 Gb quota. 

• Microsoft 365 with an A5 license and 1 TB of OneDrive Storage.

  • Microsoft OneDrive storage quota is subject to change. 

• Access to Adobe software on university-owned systems.

• Wi-Fi 

• Ability to log into university-owned systems

• VPN access

Requirements:

• A student who is employed by the university is required to have Multi-Factor Authentication enabled using DUO Security. 

Account Lifecycle:

• Provisioning 

  • A student is issued a student account when they are registered for a current or future class, when they have an active academic program established by the Registrar’s Office, or when an applicant has a current, deposited application for a term to start within 120 days. 

• Deprovisioning 

  • A student account will be converted to either an “Alumni Account” or a “Former Student” account 45 days after the Registrar’s Office graduates the student, withdraws the student from the university, or when all incomplete courses are graded.

  • Accounts for dual enrollment students who do not continue at Cedarville will be converted to a “Former Student” account 45 days after the last term of attendance unless an active application for a future term is in process. 

  • A student account for one who does not matriculate and does not have an open application will be terminated 45 days after the start of the semester. 

IT Notes:

• Member of student_users OU. 

• Member of auth_student ldap group. 

• Eduprimaryaffiliation attribute: student 

• Edupersonaffiliation attribute: member, student 

• Edupersonscopedaffiliation attribute: member@cedarville.edu, student@cedarville.edu 

Alumnus/a 

Definition:

• An alumni account is provided to former students who are deemed to be an alum of the University by the Alumni Office: 

  • Alum – an individual who has graduated from Cedarville University with an earned degree. 

  • Non-graduate Alum – a degree-seeking student who has earned 20 or more credits but has not earned a degree from Cedarville University. 

Account Privileges:

• Workplace by Google account with 15 Gb quota. 

• Microsoft 365 with an A1 license* with 100 Gb quota.

  • Microsoft OneDrive storage quota is subject to change. 

• Wi-Fi 

• Ability to log into lab and classroom systems 

Requirements:

• None 

Account Lifecycle:

• Provisioning 

  • A current student who graduates will automatically be given an Alumni Account 45 days after graduating. 

  • An employee who is an alum will automatically be given an Alumni Account after being terminated in good standing. 

  • An alum who does not have an account may request an account by calling the Information Technology help desk. 

• Deprovisioning 

  • An alum may request to have their account deleted by contacting the Information Technology help desk. 

IT Notes:

• Member of people_users OU 

• Member of the auth_former_student group 

• eduPersonPrimaryAffiliation: alum 

• eduPersonAffiliation: alum 

• eduPersonScopedAffiliation: alum@cedarville.edu 

• Assigned the “alumni” organization unit in Google 

• *A1 License allows for creating, editing and saving documents through office.com--user can not download applications

Former Student 

Definition:

• A student who withdraws from the university having completed 1-20 credit hours of course work will be provided a former student account. 

Account Privileges: 

• Workplace by Google account with 15 Gb quota. 

• Microsoft 365 with an A1 license* with 100 Gb quota.

  • Microsoft OneDrive storage quota is subject to change. 

• Wi-Fi 

• Ability to log into lab and classroom computers. 

Requirements:

• None 

Account Lifecycle :

• Provisioning 

  • A student who withdraws from the university is automatically given a former student account 45 days after withdrawal if the student is not an alumna of the university. 

• Deprovisioning 

  • A former student account is deprovisioned 1 year after the last term of attendance unless the account holder has an active application in place. 

IT Notes:

• Member of the people_users OU 

• Can be a member of the following groups:

  • Auth_prospect

  • Auth_former_student

  • Auth_parent_student 

• *A1 License allows for creating, editing and saving documents through office.com--user can not download applications

Applicant

Definition:

• An individual who is actively applying to attend the university. 

Account Privileges:

• Wi-Fi 

Requirements:

• None 

Account Lifecycle:

• Provisioning 

  • An applicant account is created when the applicant applies to the university. 

• Deprovisioning 

  • An applicant account is converted to a student account upon payment of the enrollment deposit and is within 120 days of the term for which the applicant applied for. 

  • Purged two years after the start date of the term in which the student applied to attend. 

IT Notes:

• Member of the people_users OU 

• Can be a member of the following groups: 

  • Auth_prospect 

  • Auth_former_student 

  • Auth_parent_student 

  • Others? 

Parent or Proxy

Definition:

• A parent or proxy account is provided by students through the Grant Parent Access MyCU transaction.  These accounts are created so that the proxy can access the student’s electronic resources in Self-Service. 

Account Privileges:

• Wi-Fi 

Requirements:

• None 

Account Lifecycle:

• Provisioning 

  • The student creates a proxy account by using the “Grant Parent Access” transaction in MyCU. 

• Deprovisioning 

  • A proxy account in which the account holder has no other relation to the university will be deleted once the student either graduates or withdraws from the university. 

IT Notes:

• Member of the people_users OU 

• Member of auth_parent_student group 

Retiree Role/Emeriti

Definition:

• A retiree account is given to an individual who has retired from employment at the university per Human Resources. 

Account Privileges:

• Workplace by Google account with unlimited storage. 

• Microsoft 365 A5 license with 1 TB of OneDrive Storage. 

  • Microsoft OneDrive storage quota is subject to change. 

• Wi-Fi 

Requirements:

• None 

Account Lifecycle:

• Provisioning 

  • An employee account is given a retiree role upon retirement from the university per Human Resources. 

• Deprovisioning 

  • A retiree account will be deleted upon death. 

  • A retiree may request to have their account deleted by calling the Information Technology help desk. 

IT Notes:

• Depending upon employment status the account will be put into one of the following groups: 

  • Auth_retired 

Courtesy Account 

Definition:

• A courtesy account is any account that a faculty or staff person creates that allows the account holder to log into the network resources. The faculty or staff person that creates the account is considered the sponsor of the account and is fully responsible and accountable for the actions taken by the account holder. The sponsor of the account determines how long the account is to be active; however, the account must be renewed annually. An account that is not renewed will be deleted.  

Account Privileges:

• Workplace by Google account may be provided depending on the type of account that is being provisioned 

• Wi-Fi 

• May have access to VPN depending on the type of account which is provisioned 

Requirements:

• A full-time faculty or staff person must be assigned as a sponsor of the account. 

• The sponsor must renew the account at least once a year in order for it to be continued. 

• Upon termination of the sponsor the sponsor’s sponsored accounts will be reviewed and a new sponsor may be reassigned. 

Account Lifecycle:

• Provisioning 

  • The sponsor must create the account using the “Create/Manage Courtesy Accounts” task in myCU. 

• Deprovisioning 

  • The account sponsor must renew the account annually. The account will be disabled when a sponsor no longer renews the account. 

IT Notes:

• Member of the facstaff_users OU 

• Member of auth_staff group 

Pending User Account 

Definition:

• A pending user account is built by an individual when they either apply for admission to the university or for employment. An account for a person who applies for admission will be converted to an applicant account once the application is submitted. An account for a person who applies for employment will be converted to a staff or faculty account upon employment. 

Account Privileges:

• No special privileges. 

Requirements:

• None 

Account Lifecycle:

• Provisioning 

  • The applicant creates this account during the application process. 

• Deprovisioning 

  • Accounts not logged into within three years are purged. 

• IT Notes 

  • Member of the pending_users OU 

  • Member of auth_pending_user group 

Deceased 

Definition:

• An account for a deceased individual will be left open for 30 days. The manager of a deceased employee may work with Human Resources to gain access to the account and adjust the closing of the account as deemed necessary. The same can be done when an account holder who is a student passes away working with a Student Life dean. 

Account Privileges:

• None 

Requirements:

• None 

Account Lifecycle:

• Provisioning 

  • An account will be tagged with a “deceased” tag when it becomes known that the account holder has passed away. 

• Deprovisioning 

  • An account with the “deceased” tag will be deleted after the 30 day waiting period unless approved arrangements have been made to keep an account open for a specified period of time.