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UW Special Accounts Frequently Asked Questions

Special computer accounts can be used for outside consultants, individual employees of cooperating agencies, or for shared use by University faculty or staff (by sharing the account password*). 

UW special accounts are available for a small monthly fee (www.uwyo.edu/InfoTech/aboutit/fees/) and will be included in each department’s monthly telecommunications bill. This fee covers the costs of software licenses, server resources, and administration.

What types of special accounts are available?

Special computer account (full account) 

A special computer account can be used for a particular individual within a department, for outside consultants, or for shared use by University faculty or staff (by sharing the account password*). Special computer accounts have the same functionality as normal computer accounts including user login, UW email, network disk space, and access to network resources.

Special computer accounts are limited to an 8 character maximum length.

*Full special computer accounts grant an elevated level of access to University-wide computer resources and can potentially be used for malicious behavior. It is always best to keep a one-to-one relationship between users and accounts to maintain accountability. If multiple people have access to an account and it is abused or used in a malicious way, assigning accountability is impossible.

Exchange email only account

An Exchange email only account provides a Microsoft Exchange email account that may or may not be associated with a single user. These email accounts can be used for ongoing University functions or special projects where one or more individuals need to share a common mailbox. The From field in email sent from an Exchange email only account can contain the name of the shared email account rather than the particular individual sending the email, for example, registrar@uwyo.edu.

Exchange email only account lengths are not limited to 8 characters. Display names can be most any text, including spaces. Disc space is allocated for each email account as if it were a normal user email account.

To access an Exchange email only account, a user must have a valid UWYO domain account and must have been given permission to access the email account. 

FTP only account

An FTP only account provides space on a secure UW server to allow for large files to be uploaded and then accessed via FTP by others with access to the account information. These accounts are helpful when it is necessary to share large files with colleagues outside of the UW community.

How do I request a special account?

  1. For all department / shared account requests, contact your IT user consultant or the IT Help Desk and provide the following information:

    1. Display name (the full name as listed in the Global Address List)
    2. UWYO username (8 characters or less if for a Full Special Computer Account)
    3. Type of account
      • Full Special Computer Account - includes UWYO domain account with access to personal storage on WAREHOUSE, and Exchange email
      • Exchange email only
      • FTP only
    4. The owner's full name (individual responsible for the use of the account)
    5. The owner's UWYO username
    6. Responsible UW Department or Affiliate (cooperating agency)
    7. Individuals who will have access to the account
      • Full name(s)
      • UWYO username(s)
    8. Reason for the request
    9. How long the account is needed - indefinite or end date (6 month minimum)
  2. For all individual full special computer account requests, contact your IT user consultant or the IT Help Desk and provide the following additional information:

    NOTE: The username for an individual special account is generated automatically by the UW Banner system as are all other individual UWYO domain accounts.

    WARNING: Do not email personal information such as the Social Security Number or birth date. Contact the IT Help Desk or your IT user consultant by phone to provide this information.

    1. Full name - First, middle, last
    2. Birth date
    3. Social Security Number

      OR
    4. Full name - First, middle, last
    5. W number, if one already exists 
       
  3. Once the information is submitted, IT's Business Services Office will contact your department's billing coordinator to receive authorization to bill for the account.
  4. Once the IT Business Services Office receives authorization from your department's billing coordinator, the account creation process will proceed.
  5. Once the account is created, IT will notify the owner of the account.  

How much does a special account cost?

UW special accounts are available for a small monthly fee (www.uwyo.edu/InfoTech/aboutit/fees/) and will be included in each department’s monthly telecommunications bill. This fee covers the costs of software licenses, server resources, and administration.

Can I personally pay for a special account?

No, UW special accounts cannot be paid for by personal means. UW special accounts will be included in each department’s monthly telecommunications bill.

How do I request a change to who has access to an Exchange email only account?

The listed owner for the Exchange email only account should contact the IT Help Desk with the request to make changes to who has access to this account. If you are unsure of who the owner of the account is, the IT Help Desk can provide this information.

Are there any guidelines for naming special accounts?

For any special account, generic email account, alias, or other such accounts where the customer has the opportunity to choose a name for the account, some basic guidelines should be followed. The purpose of this policy is to eliminate confusion and to ensure that account names match functional purposes.

Information Technology Account Naming Guidelines:

  1. The name of any account should be related to its intended purpose. Examples provided below are not exhaustive for all account types that are available through Information Technology. The examples are provided to illustrate appropriate naming approaches only.

    Examples:

    1. A special account for the College of Engineering's IT Department
      Appropriate name: EngIT
      Naming restrictions: account names are limited to 8 alphanumeric characters or less; no special characters may be included in the name
       
    2. An alias for an introductory COSC class
      Appropriate name: COSCINTROCLASS
      Naming restrictions: there are no character limitations; the name may contain special characters
       
    3. A departmental alias for the Accounting Office department’s manager
      Appropriate name: ACCTMGR
      Naming restrictions: there are no character limitations; the name may contain special characters
       
  2. If an account has both a name and a display name they should match as closely as possible.

    Example:

    1. A special account named LIBTRAIN for The Library's Training Center
      Appropriate display name: Library Training Center
      Naming restrictions: the account names are limited to 8 alphanumeric characters or less; no special characters may be included in the name. The display name may contain spaces and does not have a limitation on the number of characters.

Information Technology reserves the right to deny any request. IT will work with the customers to determine appropriate naming schemes.

My department is going to hire a new faculty or academic professional who will need access to a UW computer account prior to their arrival on campus. Does the university create computer accounts before a person is physically on campus?

Yes.  Human Resources (HR) will work with your department to collect all the necessary hiring paperwork. All hiring documents must be collected and completed by the hiring department before HR will process the paperwork and input it into the system. Once everything is entered, the system will automatically generate a computer account. Colleges and departments can contact HR if there are any questions about the process

Information Technology does not manually create accounts prior to arrival; everything is accomplished through automated tasks that are generated after the hiring paperwork is processed.

Our department has an instructor (or other academic appointment) who is not paid by the university, but is teaching classes for UW. Is this person eligible to receive a UW computer account?

Academic Affairs developed a process for the request and review of the following types of Academic Affairs appointments:
Adjunct, Academic Affairs Special, Researcher, Visiting Faculty, Lecturer, and Off Campus Program (Outreach). Each College Dean’s Office is aware of the process to follow to request one of these accounts. Contact your College Dean’s Office for further information.

Occasionally departments may have computer equipment that is maintained by a contracted outside vendor. What options are available for outside vendors who need access to my equipment?

IT provides temporary VPN guest accounts at no charge. The guest account can be used for up to 6 months for vendor support and access to computers that are on the UW network. If the vendor agreement and support requires ongoing access for continued maintenance of UW equipment, departments can request and pay for a full special account.

Reviewed: 0608 By: GG

Additional help with the installation and configuration of
UW-supported software is available:
Faculty/Staff
Contact the IT Help Desk at 766-HELP (4357), option 1
Email UserHelp@uwyo.edu
Contact your IT user consultant
(www.uwyo.edu/infotech/services/helpdesk/uc/)

Students
Email ASU-IT@uwyo.edu
Contact the IT Help Desk at 766-HELP (4357), option 1
Come to the student computer lab in the lobby of the
Information Technology Center.

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