K-State eID Policy

Chapter 3450

Revised January 9, 2012

Table of Contents

.010 Purpose

.020 Scope

.030 Effective Date

.050 Policy

.060 Definitions

.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.

.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

  1. Authentication - 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.

  2. Authorization - Granting access to resources only to those authorized to use them.

  3. 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).

  4. 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.

  5. 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 (iSIS). 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 eID FAQs http://www.k-state.edu/its/eid/.

  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 250 days after eligibility to access this data ceases.

  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 http://www.k-state.edu/its/eid/.

.090 Related Laws, Regulations, or Policies

  1. PPM 3420: "Information Technology Usage Policy" - http://www.k-state.edu/policies/ppm/3420.html

  2. PPM 3431: "Access Controls Security Policy" - http://www.k-state.edu/policies/ppm/3431.html

  3. PPM 3432: "Operations and Management Security Policy" - http://www.k-state.edu/policies/ppm/3432.html

  4. PPM 3455: "Electronic Mail Policy" - http://www.k-state.edu/policies/ppm/3455.html

  5. PPM 3460: "Official Electronic Correspondence with Faculty, Staff, and Students" - http://www.k-state.edu/policies/ppm/3460.html

.100 Questions/Waivers

The Chief Information Officer (CIO/VP-ITS) is responsible for this policy. The Chief Information Officer or designee must approve any exception to this policy or related procedures. Questions regarding this policy should be sent to the Chief Information Officer at ITS@k-state.edu.

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Kansas State University
January 9, 2012