Account Management

Last Revised: January 10, 2019

Refer Questions to: Executive Director, Gallaudet Technology Services

Policy

Section 2.22 Use of Information Technology Resources policy in the Gallaudet University Administration and Operations Manual states that access is limited to faculty, teachers, staff, and students (University and Clerc Center) and members of the Board of Trustees. Others may be permitted the use of technology resources and services, if they are available.

Account holders are given a Gallaudet username and password that they use with virtually all systems on campus (e.g., Blackboard Learning, BISON Student and HR system, Help Desk, Wireless Network, campus computers). Users may also use their Gallaudet username and password with selected external sites via a federated authentication system supported by Internet2 Shibboleth and the InCommon Federation.

• Operational practices for our account management system. (PDF)

Accounts (Users)

Creation (new)

• New student, faculty, staff or teacher at Gallaudet University or Clerc Center will be created by automated system called Gallaudet Account Management (GAM) that rely data from structured query results (SQR) from BISON (Workday/PeopleSoft) as centralized database of the University.
• Functional accounts can be created per request through HelpDesk with default of one year expiration date which can be extended by request. If the expiration date need to be less than one year, please notify HelpDesk.

Faculty, Staff, Adjunct Faculty, Clerc Center Teachers, Sponsored (contractors, Board of Trustees, guests, etc.)

• Access to accounts and associated services (email, files, etc.) will be disabled and the data maintained for 30 days after the account holder leaves the University. After which, the account will be deleted.

Retirees

• Access to accounts and associated services (email, files, etc.) will be disabled and the data maintained for 30 days after the account holder leaves the University. After which, the account will be deleted.
• However, upon request, retirees can retain access to their Gallaudet University account. The account will be cleared out of all data before access is granted again. Retiree accounts are renewed on an annual basis.
• University Technology Policy (Acceptable Use Policy) continues to be in effect and GTS reserves the right to disable access upon reported violations;
• GTS reserves the right to modify this practice and where possible, there will be a good-faith effort to communicate any changes in a timely manner

Students – Gallaudet

• Students who have graduated or are on a Leave of Absence will have three more semesters after the last active semester before their account is disabled and deleted. Example: If the last active semester was spring, then the student will continue to have the account for the summer and until the end of the spring semester.
• Students who have withdrawn, discontinued, or been academically suspended will have 120 days (4 months) before their account is disabled and deleted.
• Students who have left due to disciplinary action will have their accounts disabled and maintained for 30 days after the account holder leaves the college. After which, the account will be deleted.

Students – Clerc Center

• Students who have graduated will have 180 days (6 months) after their graduation before their account is disabled and deleted.
• Students who have withdrawn will have 90 days (3 months) before their account is disabled and deleted.
• Students who have left due to disciplinary action will have their accounts disabled and maintained for 30 days after the account holder leaves the college. After which, the account will be deleted.

Functional Accounts

• Access to functional accounts and associated services (email, files, etc.) will be disabled and the data maintained for 30 days after the expiration date or the individual, who is the POC, has left. After which, the account will be deleted. Functional accounts can be reassigned to another individual if continued access is needed.

Password Policy

• 180 days password expiration for all accounts by default with some exceptions for restricted access to data that have 90 days password expiration
• 5 attempts before being locked out

Password Guidelines

• Password must be 8 characters or more
• Do not use all or part of your first or last name as part of the password
• You MUST have at least 1 UPPER CASE letter in the password
• You MUST have at least 1 lower case letter in the password
• You MUST have at least 1 NUMBER in the password
• You MUST have at least 1 SYMBOL in the password