Security Awareness

Access FAQ

Access

 

Access

What should I do if my job changes within the department I have been working in and I no longer need the same access?

If you remain the same department but your job responsibilities/tasks change so that you no longer need access to specific systems or files, you or your supervisor should notify the system administrator so that this access can be removed.

Last revised : 2006-02-24

Date Reviewed: 2007-11-05

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I need access to an application on a University computer. How do I get this access?

University computer systems and networks may have different access request procedures. Contact the system administrator or help desk staff for instructions regarding how to request access for that specific system.

 

Last Revised : 2003-07-10

Last Reviewed: 2007-11-05

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Will my account/operator id be deleted if I or leave the University?

It depends on the type of account/operator id. Contact the system administrator for specific information. In general, if the account/operator id is used to access administrative data (i.e., student, financial or payroll/personnel data) all computer accounts and access will be removed/inactivated when you are no longer employed by the University. If the account is for email use, you may be allowed to keep the account active. For example, some campuses allow retired employees to retain their University email accounts after they have retired.

Policy Referenced : Responsible/Acceptable Use of Computing and Data Resources (PDF)

Date Revised : 2006-03-22

Date Reviewed: 2007-11-05

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Can I access a file without specific permission if it is unprotected?

You must receive prior consent from the file owner before you access or copy files, regardless of media (e.g., paper, diskette, etc.). Accessing the "private" files of others without permission, even if those files are unprotected, is a violation of University Guidelines. Altering another user's files or systems files without permission is vandalism and destruction of University property.

Policy Referenced : Responsible/Acceptable use of Computing and Data Resources (PDF)

Date Revised : 2004-02-24

Date Reviewed: 2007-11-05

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Will my account/operator id be deleted if I transfer to another department?

It depends on the type of account/operator id. Contact the system administrator for specific information. In general, emails accounts are not removed when an employee transfers from one department to another. Access to specific departmental records, may however, be removed.

Policy Referenced : Responsible/Acceptable use of Computing and Data Resources (PDF)

Date Revised : 2006-03-22

Date Reviewed: 2007-11-05

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We are hiring a consultant to perform some work for our department. They will need to access University data. Do I need to do anything special to get them access?

Vendors, contractors, consultants and external auditors needing access to University data need to read, and acknowledge in writing that their firm has read, understood and will comply with the University Data and Computing Guidelines and Campus procedures. This statement can be a clause in their contract. Once they have acknowledged their compliance, normal access request procedures should be followed including setting an end date that the access will be inactive.

Policy Referenced : Responsible/Acceptable Use of Computing and Data Resources (PDF)

Date Revised : 2006-03-22

Date Reviewed: 2007-11-05

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Who can download data from University files?

Access to read, update, download, etc. data from University data files is authorized by a data custodian based on legal requirements or on a need to know; job function; or course requirement basis. Please be aware that you should use official authorized data systems to obtain data.

"Shadow" applications created by downloading information from official authorized data systems to your desktop or local computer should be avoided to ensure that only current, accurate data is being accessed.  All downloaded data should be secured at the same level it was secured in the official authorized system.  For example, confidential data should be protected appropriately regardless of whether it is stored in the official authorized data system or an excel spreadsheet.

Policy Referenced : Responsible/Acceptable Use of Computing and Data Resources (PDF)

Date Revised : 2006-03-22

Date Reviewed: 2007-11-05

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