Electronic Identifier (eID) Policy
Approved 2004, Revised/Reviewed: November 2011, January 9, 2012, May 17, 2021, August 9, 2022
Table of Contents
This policy defines the requirements for the eligibility, creation, usage, maintenance, and duration of the electronic identifier (eID). The K-State eID is the electronic identifier that when used in conjunction with a password, enables authorized access to University resources.
This policy applies to all students, employees, and individuals affiliated with the University with a legitimate need for access to University resources in support of the teaching, research, and service mission of Kansas State University.
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 to obtain authorized access to University resources.
In some cases, a group eID may be required to facilitate shared access to University 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.
- Process of verifying one's digital identity. For example, when someone signs into a workstation or application with their eID, the password verifies that the person signing in is the owner of the eID.
- Granting access to resources only to those authorized to use them.
- The electronic identifier allocated to an individual affiliated with Kansas State University that enables authorized access to University IT resources. eIDs become part of K-State email addresses (e.g., eID@k-state.edu).
- eID with extended access
- The electronic identifier 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 resources.
- The process of creating, managing and deleting electronic identities in a computer system and the associated access to resources.
- The process of deleting electronic identities in a computer system and then removing the associated access to resources.
.050 Roles and Responsibilities
It is the role of individual students, employees, or affiliated individuals to request the allocation of an eID. The authentication and provisioning of the eID is the responsibility of the Division of Information Technology.
.060 Implementing Procedures
- Eligibility - The following groups are eligible for an eID.
- Students: All undergraduate and graduate students.
- Vet Med Students: Professional students.
- Faculty: Full-time, part-time, and adjunct faculty are required to have an eID, including faculty appointments as listed in Section C10 of the University Handbook.
- Staff: Full-time and part-time staff are required to have an eID.
- Post-doctoral fellows, interns, residents, visiting professors, and sponsored researchers: All are eligible for an eID if they have been entered into the HR database. If they are not in the database, they are considered temporary employees and visitors.
- Retirees/emeritus: Employees who are retired or emeritus continue to use the same eID as when they were employed.
- Affiliated Individuals: Individuals who are affiliated with the university with a legitimate need for access to University resources to fulfill their obligations or further the mission of the university may be eligible for an eID with extended access. A unit sponsor is required.
The following types of affiliations may qualify individuals to extend the use of their eID or provide an eID and extend access for a period of time:
- 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.
- Employees of affiliated organizations are eligible for a K-State eID with access to only those services required for their work for K-State.
- Individuals who serve as liaisons for building community among students may be eligible for a K-State eID enabled for email access only.
- Other individuals may be eligible for a K-State eID and access to University resources if such access is necessary to fulfill the requesting person's obligations to K-State and the extended access will be used ONLY for purposes directly related to the association with K-State. Personal use is not permitted.
Creating or changing an eID - University students, employees, and others must register to select an eID and password. eIDs may be changed for a fee. Fees are waived in cases of legal name changes. See the eID FAQs to change an eID.
- Duration - eIDs remain assigned to eligible individuals for life. Access to University resources is based on roles and responsibilities and will be removed once the holder of the eID no longer has a legitimate need.
The unit head 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 Office 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.
- Electronic Signature through eID - All 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.
.070 Related Laws, Regulations, or Policies
- K-State's Information Technology Usage Policy
- K-State's Access Controls Security Policy
- K-State's Operations and Management Security Policy
- K-State's Electronic Mail Policy
- K.S.A. § 16-1605: Use of electronic records and electronic signatures
The Vice President for Information Technology and 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 (CISO).