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Penn State Access Account Qualifications

This Policy establishes qualifications for Penn State Access Accounts in accordance with and under the authority of University Policy AD20, Computer and Network Security.

Purpose:

This Policy establishes qualifications for Penn State Access Accounts in accordance with and under the authority of University Policy AD20, Computer and Network Security. It establishes classes of Penn State Access Accounts. It establishes qualifications for specific account types and rules for account creation, suspension and termination.

Scope:

This policy applies to Penn State Access Accounts administered by Information Technology Services (ITS). The scope includes the Userid and password for the Penn State Access Account. It also extends where applicable to other systems operated by ITS that use this Userid for authentication and authorization. Other systems operated by ITS may also have specific policies governing eligibility for accounts and use. It recognizes that systems and networks outside ITS may use these accounts for authentication and authorization as well. In those cases, the policies of the operating unit supersede this policy for the purpose of access to those systems and networks.

Policy:

General Guidelines:

Computer systems and networks administered by ITS may be accessed or used only by individuals authorized by the Senior Director or designee for the specific system or network. The use of these accounts for these systems and networks is strictly governed by University Policy AD20, Computer and Network Security, and other relevant University and ITS Policies. The ITS Accounts Services Office has the authority to limit, restrict, or terminate any account or use of an ITS computer and network. This includes the authority to inspect, copy, remove or otherwise alter any data, file, or system resources that may undermine authorized use or be in violation of law, University or ITS policies or restrictions on use.

Access authority for systems managed by other units (e.g., AIS) that use the underlying Distributed Computing Environment (DCE) Security Services control functions will be determined by the deans and administrative officers responsible for those systems under AD20. Deans and administrative officers responsible for those systems retain full authority to limit, restrict, or terminate use of those systems. The ITS Accounts Services Office will assist them in the change of authorization tables needed to implement control. Limits on one system do not infer limits on others. The control of passwords and account management are both general Penn State Access Account functions managed by ITS under this policy.

Penn State Access Accounts are intended for use by a single individual. Group Access Accounts will not normally be authorized. In extraordinary circumstances, they may be authorized under AD20 with the explicit written permission of the Senior Director of CSS. Each of the following conditions must hold for approval:

  1. The Account will be used for explicit purposes specified in writing.
  2. No other means exists for providing equivalent service.
  3. The service is deemed critical by the Senior Director of ASET.
  4. One person will be designated as responsible for the Group Account.

Account Management

Authorization for the creation, maintenance and control of Penn State Access Accounts and Authorization tables is the responsibility of the Manager of the ITS Accounts Services Office. The Manager is responsible for maintaining records of acknowledgment from Penn State Access Account holders that they understand and agree to comply with University and ITS policies including this policy. Written Acknowledgment includes image data base form from the Penn State Access Account Signature Stations and other electronic means.

Userid

The Manager of ITS Account Services or designee assigns Userids. Userids are unique and will not be reassigned. This does not preclude an individual from also adopting an alias id with the following limits:

  1. The alias must be unique.
  2. The alias must not be a word in the Merriam Webster Dictionary that is listed as vulgar or obscene.
  3. All provisions of AD20 apply to alias content.

Account Classes

There are five classes of Penn State Access Accounts-Faculty and Staff, Retired Employee, Student, Non-Residential Student, and Other. There are specific rules governing the creation, maintenance, suspension, and termination of each of these classes. Some individuals qualify under one or more classes of account. In such cases, precedence will be in the order listed below with the highest level account being granted. When eligibility changes, the Penn State Access Account will remain continuously active during the change in class. The general sections of this Policy apply to each Account Class:

Faculty and Staff Accounts

Any active employee of the University as specified in Policy HR05, "Regular" and "Nonregular" University Employees, can request a Penn State Access Account. This account will remain active during periods of continuous employment. Visiting and emeritus faculty, individuals assigned to the University for officer training programs, and those on fellowships (e.g., Humphrey Fellows) are eligible for Faculty and Staff Accounts. ITS recognizes that some employees such as Affiliate and Adjunct Faculty may have breaks in employment while still having a need to communicate with other Penn State Access Account holders. Faculty and Staff Accounts terminate when the employment, fellowship or other such relationship with the University terminates unless an individual qualifies for another class of account. At the discretion of the Senior Director of CSS or designee, Faculty and Staff Penn State Access Account may remain active between periods of employment or relationship.

Retired Employee Accounts

Any employee who retires with benefits under Policy HR54, Continuation of Group Insurance after Age 60, Age 65, and after Retirement or Death, can request a Penn State Access Account. This account will remain active while the individual continues to receive benefits. The Manager of ITS Account Services will determine annually that the retired employee continues to receive benefits. Upon termination of benefits, the Penn State Access Account will be terminated unless the individual qualifies for another class of account.

Student Accounts

Enrolled students subject to the University's Information Technology Fee are automatically assigned a Penn State Access Account on matriculation. Student Accounts must be activated before they can be used. The Manager of ITS Account Services will provide a mechanism for activation, which will include collection of the required signatures.

Student Accounts will remain active during continuous periods of registration. To be registered for a semester, a student must schedule courses, pay all tuition and other charges, and clear any holds that have been placed. For the purpose of this Policy, a student registered during the Spring semester with scheduled classes for the following Fall is continuously registered.

Unless the individual qualifies for another class of account, Student Accounts will be terminated when one or more of the following occurs:

  1. Six months after graduation.
  2. During any semester (except for Summer Session) that the student does not qualify for a Penn State Access Account. An exception may be requested by an academic department head (or a single designee) for any terminal masters student working on thesis. This request, which will normally be honored for a maximum of twelve months, must be made to the Manager of ITS Account Services each semester during the first month of the semester.
  3. Upon suspension or expulsion from the University.

Students on an official leave of absence can request an extension of their Penn State Access Account by contacting the ITS Accounts Services Office. There is a fee for this continued service that will be billed to the student's Bursar account with their approval.

Non-residential Student

Non-residential students (e.g., Continuing Education, World Campus) will be granted a Penn State Access Account upon payment of approved Fees either by the individual account holder or sponsoring unit. Unless the individual qualifies for another class of account, Non-residential Student Accounts will terminate upon completion or termination of the program or period covered by the Fee.

Sponsored Accounts

Sponsored Accounts for individuals may be granted where there is a clear University relationship certified in writing by a Budget Administrator or Budget Executive. The Senior Director of CSS or designee must also approve these accounts. Sponsor must be a full-time Penn State employee. Sponsored accounts may be subject to a fee. Unless the individual qualifies for another class of account, these accounts will terminate when the certified relationship ceases to exist.