1. K-State home
  2. »Policies
  3. »PPM
  4. »3400 Computing and Information Technology
  5. »PPM Chapter 3450: K-State eID Policy


Questions relating to the information in each chapter of the Policies and Procedures Manual should be directed to the office issuing the chapter.

That information is usually located at the end of each chapter.

For policy update questions, please contact policy@ksu.edu.

K-State eID Policy

Chapter 3450
Revised January 9, 2012

Table of Contents

.010 Purpose
.020 Scope
.030 Effective Date
.050 Policy
.060 Definitions
.070 Roles and Responsibilities
.080 Implementing Procedures
.090 Related Laws, Regulations, or Policies
.100 Questions/Waivers

.010 Purpose

The K-State eID is the electronic identifier that when used in conjunction with a password enables authorized access to centrally-managed University IT resources. This policy defines the requirements for the eligibility, creation, usage, maintenance, and duration of the eID.

.020 Scope

This policy applies to all students, faculty, staff, and individuals affiliated with the University with a legitimate need for access to University IT resources in support of the teaching, research, and service mission of Kansas State University.

For this policy, "students, faculty, and staff" refers to existing and incoming students, faculty, and staff who have been issued a K-State eID.

.030 Effective Date

Approved 2004, revised November 2011.

.050 Policy

Students, faculty, staff, and others affiliated with the University (including those in program, contract, or license relationships with the campus) are required to have a unique electronic identifier (eID) and a valid password in order to obtain authorized access to centrally-managed IT resources.

In some cases, a group eID may be required to facilitate shared access to centrally-managed IT resources by a group of students, faculty, staff, and/or affiliated individuals with valid individual K-State eIDs.

An eID is only a means to verify a campus identity. It is not the sole means of determining permission to access specific services. Authorization to access any campus service shall be determined by the provider of each service through appropriate authorizing mechanisms.

.060 Definitions

Process of verifying one's digital identity. For example, when someone logs into a workstation or application with their eID, the password verifies that the person logging in is the owner of the eID. The verification process is called authentication.
Granting access to resources only to those authorized to use them.
K-State eID
The electronic identifier or username allocated to an individual affiliated with Kansas State University that when used in conjunction with a password enables authorized access to centrally-managed university IT resources. eID's become part of K-State email addresses (e.g., eID@k-state.edu).
K-State Group eID
The electronic identifier allocated to a group of faculty, staff, students, and/or affiliated individuals that when used in conjunction with a password enables shared authorized access to centrally managed university IT resources such as email.
Special Access eID
The electronic identifier or username allocated to an individual who is not a current student or employee, but is affiliated with the university with a legitimate need for access to university IT resources.

.070 Roles and Responsibilities

It is the role of individual students, faculty, staff, or affiliated individuals to request the allocation of an eID. The authentication and activation of the eID is the responsibility of Information Technology Services (ITS) personnel.

.080 Implementing Procedures

  1. Eligibility - All students, faculty and staff, and individuals with a legitimate need for access to university IT resources are eligible for an eID.
    1. Students - All currently enrolled students and students admitted for the next semester will be enabled for access to University IT resources. Students are verified through the university's student information system (KSIS). Student access remains active over the summer semester.
    2. Faculty and Staff - All faculty, staff, adjunct faculty, adjunct staff, and retired employees will be enabled for access to University IT resources. Employment is verified through the Human Resources employee database (HRIS).
    3. Affiliated Individuals - Individuals who are affiliated with the university with a legitimate need for access to University IT resources in order to fulfill their obligations or further the mission of the university may be eligible for a K-State eID as a special access account.
  2. Special Access Accounts - The following types of affiliations may qualify individuals for a special access accounts.
    1. Previous students who have been granted additional time to complete coursework are eligible to have their K-State eID enabled for the access necessary to complete that work.
    2. Employees of affiliated organizations are eligible for a K-State eID with access to only those services required for their work for K-State.
    3. Individuals who serve as liaisons for building community among students may be eligible for a K-State eID enabled for email access only.
    4. Other individuals may be eligible for a K-State eID and access to centrally managed IT resources if such access is necessary in order to fulfill the requesting person's obligations to K-State and the special account will be used ONLY for purposes directly related to the association with K-State. Personal use is not permitted.
  3. Creating or Changing an eID - University students, faculty, staff, and others must register to select an eID and password. The eID must be 3-20 characters long, with letters "a-z" and/or numerals from "0-9". The first character must be a letter of the alphabet. eID assignments are made on a first-come, first serve basis. eID's may be changed for a fee. Fees are waived in cases of legal name changes.

    For detailed information on requesting, creating, changing, or reactivating K-State eIDs (including Special Access eIDs), see the eID FAQs page.

  4. Duration- eIDs remain assigned to eligible individuals for life. Access to IT resources will remain enabled as long as the individual meets the eligibility requirements and has a valid password. All electronic data solely controlled and owned by an eID stored on central servers will be deleted 240 days after eligibility to access this data ceases.

    Administrators may request deprovisioning a former employee’s services accessed via an eID, if that former employee was under their supervision while employed; or, in the case of students, the Vice President for Student Life or the Assistant Vice President of Student Life may request deprovisioning of a former student’s services accessed via an eID. The request must come to the Chief Information Officer (CIO) or to their designee.

  5. Group Accounts - A Group eID may be allocated in such circumstances as 1) departments, units, or organizations need shared access to email, files, or project space, 2) two or more staff need to handle an email account, and 3) a department, unit, or organization needs an official email address. For information on how to request a Group eID, see the K-State eID and password page
  6. Electronic Signature through eIDAll students, faculty, and staff with eIDs may provide their binding, legally enforceable electronic signature, in their individual capacities, on contracts or other transactions with the University by signing in with their eID, and while signed in, indicating agreement to the terms. Agreement through this process has the same force and effect as a regular physical signature. The person providing an electronic signature agrees to conduct that contract or other transaction by electronic means.
  1. K-State's Information Technology Usage Policy
  2. K-State's Access Controls Security Policy
  3. K-State's Operations and Management Security Policy
  4. K-State's Electronic Mail Policy
  5. K-State's Official Electronic Correspondence with Faculty, Staff, and Students
  6. K.S.A. § 16-1605: Use of electronic records and electronic signatures

.100 Questions/Waivers

The Chief Information Officer (CIO) is responsible for this policy. The CIO or designee must approve any exception to this policy or related procedures. Questions should be directed to the Chief Information Security Officer.