Network Account

Purpose of the Policy

Azusa Pacific maintains an extensive network infrastructure to support a wide variety of computing needs. Connected to the network infrastructure are numerous systems and services to support APU’s mission, including those provisioned from the internet that require you to have an APU Network Account. The purpose of this policy is to define the access provided to the network infrastructure and the corresponding systems and services based on the user’s affiliation with APU.

Scope

Authorized APU Community

  1. APU Network Account (APU NetID [username] and password)
  2. All APU students, faculty, and staff are eligible for an APU Network Account in accordance with the university’s acceptable use policy. The APU Network Account, consisting of an APU NetID and password, verifies identity and gives access to, but is not limited to, the following services:
    • APU Google G Suite for Education (APU Gmail, Calendar, Drive, Sites, etc.)
    • University Portal (home.apu.edu)
    • Access to APUWIFI, workstations, printers (or pay for print), and other services in common areas that make use of an APU Network Account.
  3. Additional services can be enabled for access with an APU Network Account based on job requirements and departmental needs. Some services require authorization by the user’s supervisor and/or the data owner of the particular specialized system. Others can be self elected. For a list of additional services that may be requested, see the IMT Service Catalog on the IMT support page.
  4. Special Accounts: Some of the additional services (see 3) may require a secondary special account to access the service (username and/or password are different from those for the APU Network Account). These are sometimes called local accounts because they are often managed within the specific system rather than globally. Another type of special account is the Departmental Role Account, which has its own request process and lifecycle.

APU Affiliations Eligible for an APU Network Account

Students

  • Degree-seeking
  • Non-degree-seeking
  • Interns
  • Study abroad
  • Special studies (e.g., School of Intensive English, Artist Certificate Program (SOM), etc.)

Faculty

  • Full time
  • Part time
  • Temporary
  • Adjunct
  • Visiting scholars
  • Emeritus

Staff

  • Full time
  • Part time
  • Temporary
  • Administrative
  • Emeritus
  • Board

Other

  • Consultants

APU Username and Email Standards

The APU Network Account consists of an APU NetID and Password to verify identity. The APU NetID is also the basis for the user’s email address. The standard convention is “[APU NetID]@apu.edu.”

Goals

  • Professional Student Email Addresses
    Schools prefer to have their students be given professional addresses
  • Avoid Name Conflicts
    Prevent student and employee names from conflicting with each other
  • Visually Identifiable
    Keep names moderately readable and provide visual cues between student and employee accounts

Employee APU NetID and Email Address Naming

The APU NetID and email address are generated by IMT based on escalating combinations of a user’s name as listed below. Name combinations will not exceed 20 characters, and the last name will be truncated from the end as needed. If a certain combination is found to already exist among current employee accounts, the next one is tried. The process is repeated until a unique username is found. The source for all names is APU’s administrative system, PeopleSoft.

If they have a middle name:

  1. [first initial][last name]
  2. [first initial][middle initial][last name]
  3. [first name][last name]
  4. [first name][middle initial][last name]
  5. [last name][first initial]
  6. [last name][first initial][middle initial]
  7. [last name][first name]
  8. [last name][first name][middle initial]

If they don’t have a middle name:

  1. [first initial][last name]
  2. [first name][last name]
  3. [last name][first initial]
  4. [last name][first name]

If a unique combination cannot be achieved with any of the above conventions, a manual exception will be made and the user will be consulted. If a middle name is not available for a user, an “x” will be used instead.

Student APU NetID and Email Address Naming

The APU NetID and email address are generated by IMT based on escalating combinations of a user’s name, followed by the “two-digit calendar year of account activation.” No separator is used between segments. Name combinations will not exceed 20 characters, and will be truncated before the two-digit year. If a combination is found to already exist among current accounts, the next one is tried. The process is repeated until a unique username is found. The source for all names is APU’s administrative system, PeopleSoft.

Convention Example
John H. Doe
1 [first initial][last name][yy] jdoe06*
2 [first initial][middle initial][last name][yy] jhdoe06
3 [first name][last name][yy] johndoe06
4 [first name][middle initial][last name][yy] johnhdoe06
5 [last name][first initial][yy] doej06
6 [last name][first initial][middle initial][yy] doejh06
7 [last name][first name][yy] doejohn06
8 [last name][first name][middle initial][yy] doejohnh06

*In the above examples, John Doe activated his APU Network Account in 2006. This two-digit year is not to be understood as the year of academic enrollment or class.

Since there are a limited number of new accounts activated in a given year, most students receive their account name from the first few conventions. Only those with no middle name can skip steps, and they can skip only the conventions that require middle names.

APU NetID Generation Notes

  • No special characters are allowed in APU NetIDs
  • APU NetID is always lower case
  • APU NetID will not exceed 20 characters
  • Hyphenated last names are combined without hyphen(s)

Account Termination

Timetable for Disabling and Deletion of Accounts

Once a user’s affiliation with APU has ended, their APU Network Account is disabled and then deleted based on the following table:

Affiliation Disabling Deletion
Students See Students (Former) below
Faculty Immediately upon termination of affiliation 90 days after termination of affiliation
Staff Immediately upon termination of affiliation 90 days after termination of affiliation
Other Immediately upon termination of affiliation

Students (Former)

All students who had active accounts during the fall 2010 semester or attended anytime after that point are able to retain those accounts indefinitely. It is our intention to provide students continued access to their APU Network Account, including access to home.apu.edu and APU G Suite for Education (e.g., APU Gmail).

Exceptions

  • APU reserves the right to terminate access to individual accounts for any violation of APU policies or the terms of service of our providers.
  • Though it is our intent to continue service, APU reserves the right to stop offering the service for any reason. In such a case we would make our best effort to communicate in advance and allow users time to export or transfer any data possible.
  • This only applies to accounts created during or following the fall 2010 semester (starting August 24, 2010). We do not have a way for former alumni to initiate an account at this time.
  • If a student becomes a staff or faculty member or vice versa, there could be an interruption in account access.

Appendix A: Policy Routing

Status: Approved
Original: 2006
Updated: 2016-04-15 to extend access for former students
This policy was approved by the UIMC on 2016-05-16

This page last updated March 15, 2017