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Network Account

Purpose of the Policy

Azusa Pacific University maintains an extensive network/email infrastructure to support a wide variety of computing needs. Connected to the network infrastructure are a wide variety of systems and services to support APU’s mission. 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)
    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 & Password to verify identity gives access to, but is not limited to, the following services:
    • Email
    • Web Storage Space
    • Data Storage Space
    • APU Domain Access
    • Printer Access
    • Web Portal Access
  2. APU Network Account + Additional Network Services
    The following services can be enabled for access with an APU Network Account based on job requirements and departmental needs. Some examples of services in this category are:
    • Campus Safety System – ARMS, ABYSS
    • Shell Server access
  3. Special Accounts (Username and/or password are different than APU Network Account)
    Access to systems that are not accessible with an APU NetID & Password require authorization by the user’s supervisor and the data owner of the particular specialized system. Some examples of services in this category are:
    • Student Information System – PeopleSoft
    • Library System Staff Access
    • University Calendar System – Resource 25
    • Facilities Work Order System Administration - TMA
    • IMT Work Order System – ITMS
APU communities whom are eligible for an APU Network Account include:
Students:
  • Degree-seeking
  • Non-degree-seeking
  • Interns
  • Study abroad
  • Special studies (i.e. School of Intensive English, etc.)
Faculty:
  • Full-time
  • Part-time
  • Temporary
  • Adjunct
  • Visiting Scholars
  • Emeritus
Staff:
  • Full-time
  • Part-time
  • Temporary
  • Administrative
  • Emeritus
  • Board
Other:
  • Consultants
  • Conference staff
  • Alumni receive email services through www.apualumni.com
APU Username and Email Standard

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

Goals
  • Professional Student Email addresses – schools would prefer to have their students be given professional addresses
  • Avoid Namespace Collision – prevent student and employee names from conflicting
  • Visually Identifiable - keep names moderately readable and provide visual cue between student and employee accounts
Employee APU NetID and Email Address Naming

The APU NetID and Email address will be 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 the any of the above conventions, then 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.

* Nickname is only used when specified by the employee at initial point of account creation and should not be changed at a later date. The Nickname is not an alias, but represents “what most people call you”. For example: If William Smith, is known as “Bill” to colleagues, then Bill is his Nickname and his APU NetID could be “bsmith” if preferred.

Student APU NetID and Email Address Naming

The APU NetID and Email address will be generated by IMT based on escalating combinations of a user's name, followed by the “two digit calendar year of account activation”. No separator will be 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 will receive their name from the first few conventions. Only those with no middle name can skip steps and they can only skip the conventions that require middle names.

APU NetID Generation Notes
  • No special characters are allowed in APU NetID’s except for the Period “.” separator in Employee usernames
  • APU NetID is always lower case
  • APU NetID will not exceed 20 characters (including any period separators)
  • Hyphenated Last Names will be combined without hyphen(s)
Disabling Services:

Once a user’s affiliation with APU has ended their APU Network Account will be disabled and then deleted based on the following table.

Timetable for Disabling and Deletion of Accounts
Affiliation Disabling Deletion
Students: Twelve Months after last attendance Eighteen months after last attendance
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

*All faculty will retain their email address for two semesters after their departure from APU. This email address will be used as a forwarding service to their new email upon request.