IET Account Proxy Program

As the usage of computers on campus has grown, the demand on Information and Educational Technology (IET) to solve routine client access problems has increased proportionally. In order to improve response time without compromising system security, off-campus units and key academic and administrative offices are encouraged to sign up a career staff person as an Account Proxy. An Account Proxy is a single individual whose name is registered with the Account Administrators office in IET and who is authorized to check photo IDs and to fax in routine password changes and various account forms on behalf of others.The minimum expectation is that the proxy will serve his or her entire department (or division/school, as appropriate) and at the Manager’s option, a proxy may also offer assistance to other individuals or units.

If you are interested in becoming an account proxy for your department please download the
Accounts Proxy Registration Form from the web.

As an Account Proxy you’ll be able to perform these tasks:

• Request password change tokens
• Help eligible affiliates obtain an account
• Obtain accounts for new staff right away

Each of the above tasks has a typical timeline, which is included with the instructions for that task. In most cases, the standard process is the fastest, but may require a visit to IT Express. As an Account Proxy, you can request some tasks to be expedited; we ask that you use this ability with discretion, and not request rush handling when it isn’t really needed.

How to contact IET Accounts Administrators or IT EXPRESS:

phone: (530) 754-HELP (754-4357)

• IT EXPRESS Help line fax: (530) 754-8470
• email: ithelp@ucdavis.edu

Note: When you fax a form that requires rush handling, please call the IT EXPRESS Computing Help Desk (530) 754-HELP and let them know. This will help us provide better service to you. Rushing a form will get it into the system more quickly, but most of the processes occur overnight and can’t be made effective on the same day as requested. No one is available after hours for rush service. Please check the web page for hours of availability.

The Computing Accounts Database :

The Computing Accounts Database is the campus-wide accounts database underlying every action you perform as an Account Proxy. It is used to create and cancel accounts, redirect mail delivery, create or change special mailIDs and loginIDs, and grant or revoke serviceIDs that control access to resources such as the modem banks. There are two ways users can interact with database:

• the Computing Accounts Services web interface,
• and the Computing Accounts Services telnet menu.

The web interface is found at http://computingaccounts.ucdavis.edu, and is available from any networked computer on campus, via an ISP or via a PPP connection through the campus modem banks, as long as the originating computer has a web browser. This menu can be used to selectively change passwords, check the status of a LoginID or register for DHCP (the latter is a ResNet service). You may find it useful in assisting your clients with account access problems, so we suggest trying out the first two services on your own account to become familiar with the interface. The Computing Accounts Services telnet menu can be run from any networked computer on campus, via an ISP or via a PPP connection through the campus modem banks, as long as the originating computer has a telnet client.

To reach the Computing Accounts Services menu:

Telnet to computingaccounts.ucdavis.edu At the login prompt, enter services The telnet-based services menu have options that are not yet available on the web interface, like renaming your campus login account. As with the web interface, you should explore the options if you aren’t already familiar with them. The program “newaccount” is mentioned several times in the rest of this document. It is a program that eligible people use to acquire a campus account and is accessed from either the telnet or web interface menus.

Password Changes

Password change requests will probably comprise the bulk of your activity as an Account Proxy. The implementation of the Computing Accounts Services Web Interface at http://computingaccounts.ucdavis.edu gives accountholders greater flexibility in managing their own changes, but there are circumstances when a change token will be required: The accountholder doesn’t have a Kerberos Permit and password. The accountholder has forgotten their Kerberos password For the most part, using the web interface is preferable to the telnet Computing Accounts Services Menu, since it gives finer control over which passwords are changed. A password change through the telnet interface will reset all existing passwords on all IET services for which the accountholder has serviceIDs, whether VMS or UNIX, all IET Labs, modem pools, and email access.

Procedure: Changing a Password

Download the Password Change Token Request Form have the individual fill out the User Information Section, including the employee ID and signature.Be sure all entries are clear and legible enough for fax transmittal. The Account Proxy may want to do the writing in some cases. Check the client’s photo ID (Driver’s License, UCDMC badge, or other) to verify their identity and mark the appropriate box in section 2 of the form. You (the Account Proxy) complete section 2 of the form Make sure both signatures are in the appropriate blanks. Forms received without an authorized Account Proxy signature will NOT be processed. Fax the completed form to IT Express at (530) 754-8470. Call IT EXPRESS (530) 754-HELP and tell the consultant that answers the phone that you have faxed a password change token request. They will retrieve the form, verify the signatures, generate the 5-digit token and give it to you. Contact the accountholder, pass on the token, and make sure they know to run the change process as soon as possible.The token expires exactly 24 hours after it is generated. Password changes are updated twice a day. If the change is processed in Computing Accounts Database before NOON, the change should take effect after 2pm that same day. Passwords changed after noon will be effective the following day. Password change tips: Make sure you know where the accountholder will be, so that the token can be passed on. The accountholder can use the web interface to change passwords. Temporary Affiliate Accounts Guest faculty and staff, visiting scholars and others may be eligible for UC Davis computing accounts. Please refer to the UCD Email Policy in the UCD POLICY & PROCEDURE MANUAL Section 310-16 - Electronic Mail for information about who may be eligible: http://manuals.ucdavis.edu/ppm/contents.htm#310

Sponsorship by a Department Chair, MSO, Dean, Unit Manager, Vice Chancellor or Provost from the UCDavis campus is required.

Registering for a computing account requires that certain information about the user be available in the Computing Accounts Database. Once a record has been created for an individual, the applicant becomes eligible for an account and can open one by running the “newaccount” program. All UCD undergraduates, grad students, faculty and staff (career or casual) are automatically fed into our database via Payroll and Registrar’s Office and do not require a written application to acquire an account, though in some cases the application may be required to keep the account (e.g. graduate students on filing fee status).Retired faculty on formal Emeritus status are in the database and do not need to apply for Temporary Affiliate status. The Temporary Affiliate Account request form provides the information needed to manually create this record for an account candidate. This form is used for those who are neither employee nor student ­ that is, a person who is not a currently registered student and has no record in the Payroll Database. The two key eligibility factors for these individuals have a verifiable affiliation with UC Davis attested to by a reliable sponsor as mentioned in http://manuals.ucdavis.edu/ppm/contents.htm#310 and a stated intent to use the account for purposes which further the

MISSION STATEMENT: PHILOSOPHY OF PURPOSE UNIVERSITY OF CALIFORNIA, DAVIS

http://chancellor.ucdavis.edu/resource/commun/2000/philosophyofpurpose.cfm. Temporary Affiliate accounts are implemented with a term no longer than one year, and must be renewed annually if needed longer than the one-year term, shorter terms are acceptable.

Procedure: Temporary Affiliate Form

As of February 6, 2008, the paper Temporary Affiliate Form (TAF) was replaced by the online TAF. Paper TAFs will no longer be accepted for processing.

For more information on the online Temporary Affiliate Form, including an overview of the process, FAQs and a user guide, please visit TAF.ucdavis.edu.

Accounts for New Employees

Employees are eligible for a campus account on their start date, but can’t get one until they are in the database. This can lead to a gap of several days while the Payroll paperwork progresses through channels into the UCOP payroll database to be picked up automatically by the Accounts Database. Some new employees will have need of their campus account much sooner and may come to you for assistance. Please see below for instructions on expediting the process. Note: this process doesn’t require the intervention of an Account Proxy; most often, the person initiating it is the employee or an administrative person in the departmental business office.

Procedure: Accounts for New Employees

UC Davis students, instructors, staff members, or other affiliates can now easily create their own campus computing account from any computer:

• Go to http://accounts.ucdavis.edu/
• Select “Get your UC Davis Computing Account”
• Follow the step-by-step instructions
• The account will be activated the following day

If you have questions or need additional help, please call the IT Express Computing Services Help Desk at 530-754-HELP (4357).

New Employee Account Tips

New to your department doesn’t necessarily mean new to UCD.If you are unsure whether someone is in the system, use the Whois web interface at http://www.ucdavis.edu/cgi-bin/whois to see. If they appear in UCDWhois, they don’t need to have their Payroll paperwork information entered. If your new employee has been employed by either UCDMC or UCD within the last year, their old records will still be in Computing Accounts Database even if they don’t have a campus account or show up in UCDWhois. However, you will still have to fax a copy of the Payroll paperwork as proof of re-employment before they can reactivate their account.

Employee and Individual Cancellation Forms

When an employee leaves University employment, the department may request his/her account be terminated. Departments may only request the account be terminated if the individual is leaving the University completely, it may not be used if the employee is transferring to another department on campus. The Employee Cancellation Form can ONLY be used to terminate Staff or Faculty accounts. It cannot be used if the account belongs to a student employee. Individuals may request their accounts be terminated by using the Request for Individual Account Cancellation Form.