CoC User Account and Access Policy

Revision: 
1.2
Status: 
Approved
Effective Date: 
Monday, August 18, 2008

ELIGIBILITY

User accounts for the computing and networking facilities of the College of Computing (CoC) are provided for the use of the College's staff, faculty, students and under appropriate circumstances, sponsored collaborators, in support of the College's administrative, instructional and research programs as described in the table below.

CoC User Account Classification and Eligibility
USER TYPE GENERAL ADMINISTRATIVE INSTRUCTIONAL RESEARCH VPN EMAIL
CoC Staff
  •  
  •  
  • (4)
  •  
  •  
  •  
CoC Faculty
  •  
  •  
  • (4)
  •  
  •  
  •  
CoC Emeritus Faculty
  • (3)
   
  • (3)
  • (3)
  • (5)
CoC Former Faculty      
  • (1)
 
  • (5)
CoC Graduate Student
  • (6)
  • (2)
  • (4)
  • (1)
 
  • (5)
CoC Undergraduate Student  
  • (2)
  • (4)
  • (1)
 
  • (5)
CoC Former Student      
  • (1)
 
  • (5)
non-CoC Student  
  • (2)
  • (4)
  • (1)
 
  • (5)
Collaborator  
  • (2)
 
  • (1)
 
  • (5)
  1. For these users with a CoC account, access is provided only with CoC faculty (in the specific research area) approval and sponsorship and users in good standing.
  2. For these users with a CoC account, access  is provided only with CoC staff approval and sponsorship and users in good standing.
  3. Access granted by request.
  4. CoC instructional labs now authenticate against Georgia Tech Active Directory credentials; therefore, a CoC account is not required.
  5. With a CoC account, these users receive an @cc email address that forwards to their permanent GT email address.
  6. CoC accounts are granted upon request for CoC graduate students involved in Institute-related research.

All College faculty, staff, and graduate students involved in Institute-related research are provided access to the College's GENERAL (general-access servers) facilities. Access to administrative resources including fileshares, databases, and collaborative software are provided to all College staff and faculty. Microsoft Exchange email services are provided only to CoC staff and faculty. Zimbra email services are also available to CoC faculty. The College operates private RESEARCH computing facilities in a wide variety of research areas and access is only provided by CoC faculty invitation and sponsorship. College Virtual Private Networking (VPN) access is only available to CoC faculty and staff.

 

ACCOUNT AND RESOURCE EXPIRATION

All CoC user accounts eventually expire based on their presence in the OIT user database (which is driven by the OHR and Registrar's databases). Staff and faculty accounts are retained as long as the individual remains employed at the College. Student accounts are likewise retained until graduation, as long as they maintain student status. After leaving Tech, staff accounts expire immediately and both student and faculty accounts are provided a grace period before expiring as described in the table below:

USER TYPE GRACE PERIOD I GRACE PERIOD II
Former Staff 0 days 0 days
Former Faculty 90 days 90 days
Former Graudate Student 90 days (1) 90 days
Former Undergraduate Student 90 days 90 days
Former Collaborator 90 days 90 days
  1. If you are a former PhD student, Grace Period I is 180 days.

Grace Period I starts when the person drops out of OIT's user database. The account retains all former resource access while the person relocates files, email, etc. elsewhere. Grace Period II starts when the account (and email access) is disabled. A global email forwarding record is put in place upon request. For former staff, an email bounce notice is provided for 30 days stating that the person is no longer available at this email address and can be found at the new email address. After Grace Period II ends, the email forward record is removed. Further user account extensions must take the form of collaborative accounts which require a CoC faculty member's sponsorship.

 

Supplementary CoC resources, such as additional directories, quota increases, and the ability to use certain groups of machines, also have expiration dates. When resources expire, the TSO user management software automatically sends an email message to the user at least one week before the expiration, which leaves time to make changes before access is terminated.

 

DATA AVAILABILITY

Prior to account expiration, it is the responsibility of the user to arrange for their files to be moved to another site or saved to storage media, as well as for others (e.g. faculty) to make online copies of files which should remain. After the account is disabled, the College cannot accept any responsibility for later recovery of files from an expired account.

 

COLLABORATIVE ACCOUNTS

Collaborative accounts are provided only with CoC faculty (in the specific research area) or CoC staff approval and sponsorship. Collaborators might include faculty, graduate and undergraduate students from other units of Georgia Tech or other educational institutions. Typically staff approved collaboratives will include student assistants employed by the College. Collaborative accounts must be renewed on a yearly basis with current sponsorship and a brief research project description. Collaborative account requests are subject to review by the CoC administration for appropriateness.

 

SHARED ACCOUNTS

Shared accounts are in violation of Section 3.1.7.1 of the GIT Computer & Network Usage and Security Policy (CNUSP) (http://www.oit.gatech.edu/sites/default/files/CNUSP.pdf). Alternative solutions are implemented when shared accounts are requested.

 

INDIVIDUAL RESPONSIBILITIES

All CoC computing facilities are operated by the College's Technology Services Organization (TSO), but all who benefit from the facilities share the responsibility for assuring that they are utilized in an effective and ethical manner. By requesting that an account on College computing facilities be established for your use, you agree to the following:

  1. This account is an authorization to use facilities owned and operated by the State of Georgia, and therefore the usage of this account is subject to the rules, regulations, and policies of the Georgia Institute of Technology  (http://www.oit.gatech.edu/service/information-security/security-policies-standards-and-procedures), the Board of Regents of the University System of Georgia, and all applicable State and Federal laws. This account is subject to all provisions in the GIT Computer & Network Usage and Security Policy (CNUSP) (http://www.oit.gatech.edu/sites/default/files/CNUSP.pdfhttp://www.oit.gatech.edu/sites/default/files/CNUSP.pdf). This account is only to be used in support of Institute-related activities appropriate to your status as student, staff, faculty, or collaborator in the College.
  2. I have read the GIT Computer & Network Usage and Security Policy (CNUSP) (http://www.oit.gatech.edu/sites/default/files/CNUSP.pdf).
  3. I will change my password immediately if asked to do so by a TSO staff member (because of compromise or potential for compromise), following guidelines for secure password protection which will be provided to me at that time.
  4. I acknowledge that all access to the College's computing and networking facilities must conform to these account guidelines and I will take no deliberate action which would provide other individuals with access to these resources.
  5. I acknowledge that upon termination of my status as current faculty, staff, student, or collaborator, within the College, my authorization to use this account will expire. When the account is expired, I understand that I will no longer be able to use it to access the computing facilities nor any information stored under the account, including, but not limited to, computer files, magnetic tape files, electronic mail, and computer programs. I also understand that the College takes no responsibility for preservation of the information in any form after the account is expired.
Service Areas: 
Identity Management
Security