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Policy Information

Policy Title	Information Technology Services University Account Policy
Responsible Office	Information Technology Services
Policy Type	Information Technology and Information Security
Policy Number	313
Last Revision Date	5/13/2025

1. Purpose
   To establish the requirements and expectations for provisioning and de-provisioning Information Technology accounts for access to ���غ��� information technology resources.
2. Scope
   This policy applies to all members of the ���غ��� community and their access to University information technology resources.
3. Policy Statements
   1. Identity and Access Management
      1. Establish an accounts management system using the primary Information Technology Services (ITS) identity and access management (IAM) tool.
      2. The IAM system will be the authoritative repository for University account identities and corresponding service entitlements.
      3. Create a digital IAM identity associated with a person and maintain service entitlements determined by their University affiliation.
   2. Group Affiliations
      1. Persons who are currently affiliated with ���غ��� are eligible for entitlements / accounts which are relevant to that particular group affiliation
      2. Persons may have multiple group affiliations
      3. Group affiliations with ���غ��� are verified against University records.
      4. Group affiliations determine access to information technology resources
      5. Group affiliations eligible for storage services, (including but not limited to file storage, email, etc) will be allocated a default storage quota, per service, for each account in those groups. For more details about common service access and quotas, please see this .
      6. Group affiliation types:

• • • • Applicants
        Applicants are defined as anyone who has applied to become a ���غ��� student. Applicant accounts have limited access to specific systems for processing of application. 

• • • • • Start: When the Application is submitted.
        • End: At the end of the term in which they applied.

• • • • Students

        Students are defined as anyone who has been admitted to ���غ��� as a student and has paid their deposit within the Student Information System.

        Student accounts have access to student resources including email, file storage, VPN, VDI, wireless eduroam, and domain account.

        • Start: When the Applicant pays their deposit.
        • End: Six months after degree conferral or after 3 major semesters of inactivity.

• • • • Alumni
        Alumni are defined as former students who were awarded a degree from ���غ���.
        
        Alumni are entitled to an email account, which they will retain automatically after their degree is awarded. Alumni email accounts will be removed after 24 months of inactivity, after which the alumni may request that their email account be reinstated

• • • • • Start: When the student's degree is conferred.

• • • • Faculty
        

        Faculty are defined as anyone who has been hired by ���غ��� as a faculty member, and for whom all of the HR paperwork has been completed and finalized within the SUNY HR system.
        
        Faculty with “full access” are able to access faculty resources including email, file storage, VPN, VDI, wireless eduroam, and domain account.
        
        Faculty with “limited access” are able to access a subset of faculty resources including email, file storage, wireless eduroam, and domain account.

        • Start: 90 Days Before HR start date.
        • End: 90 Days After HR end date.
        • Limited Access End: 365 Days After HR end date.

• • • • Visiting Scholars
        

        Visiting Scholars are defined as anyone who has been hired by ���غ��� with the volunteer type of "Visiting Scholar", and for whom all of the HR paperwork has been completed and finalized within the SUNY HR system.
        
        Visiting Scholar accounts have access to Visiting Scholar resources including email, file storage, VPN, VDI, wireless eduroam, and domain account.

        • Start: 14 Days Before HR start date.
        • End: 45 Days After HR end date.

• • • • Staff
        

        Staff are defined as anyone who has been hired by ���غ��� as a staff member, and for whom all of the HR paperwork has been completed and finalized within the SUNY HR system.  
        
        Staff accounts have full access to staff resources including email, file storage, VPN, VDI, wireless eduroam, and domain account.

        • Start: 14 days before HR start date.
        • End: 45 days after HR end date.

• • • • RF Staff
        

        RF Staff are defined as anyone who has been hired by the ���غ��� Research Foundation, AND who have been correctly indicated as RF Staff within the SUNY HR system.
        
        RF Staff accounts have access to staff resources including email, file storage, VPN, VDI, wireless eduroam, and domain account.

        • Start: 14 days before specified HR start date.
        • End: 45 days after specified HR end date.

• • • • Retirees
        Retirees are defined as former faculty/staff who are indicated as having retired from ���غ��� as per the official HR defined retirement rules within the ���غ��� University HR system.
        
        Retiree accounts have access to retiree resources including email, file storage, and domain account.
        • Start: HR system indicates that a person is a retiree.
        • End: As long as you maintain your status as a ���غ��� retiree.

• • • • Emeritus Faculty
        Emeritus Faculty are defined as former faculty who are indicated as having retired from ���غ��� with Emeritus status, as per the official HR defined retirement rules within the ���غ��� HR system.
        • Start: HR system indicates that a person is a retiree with Emeritus status.
        • End: As long as you maintain your status as a ���غ��� Faculty Emeritus.

        Emeritus Faculty are able to access faculty resources including email, file storage, VPN, VDI, wireless eduroam, and domain account.

      • Basic Volunteers
        Basic Volunteers are defined as anyone who ���غ��� designates as a basic volunteer for whom all of the HR paperwork has been completed and finalized within the SUNY HR system by campus Human Resources.
        • Start: 14 days before HR start date.
        • End: 45 days after HR end date.

        Volunteer accounts have access to volunteer resources including email, wireless eduroam, and domain account.

      • Sponsored
        Sponsored affiliations are defined as those where an individual, group, or device has no existing, or otherwise appropriate affiliation as listed above, with ���غ��� University, but still needs a level of access to systems or services that fulfills a valid ���غ��� business need. Sponsored affiliation requests must adhere to all of the same requirements listed in section III, paragraph 3, Sponsored Entitlements, of this policy document.

• • • • • • Start: Within three business days from ITS’ approval of a sponsored affiliation request.
          • End: The sponsored end date as directed by the requirements of section III, paragraph 3 (e) of this policy document.

Sponsored affiliations are eligible only for the access(es) the sponsor requests, and are only provided with access(es) that ITS approves per request.

          3.  Sponsored Entitlements

1. 1. 1. 1. 1. 1. In situations where an individual requires accounts or entitlements which exceed those granted to them via their Group Affiliations, sponsored entitlements may be provisioned.
               2. Sponsored entitlement requests require approval by Information Security.
               3. Sponsored entitlements must meet an approved university business need.
               4. Sponsored entitlements must be "sponsored" by an active member of ���غ���'s faculty/staff.
               5. Sponsored entitlements must not exceed 1-year, after which they need to be reviewed and renewed.
               6. Sponsored entitlements may be terminated at any time at the discretion of Information Security.

4.  Provisioning /deprovisioning

1. 1. 1. 1. 1. Automated Provisioning

1. 1. 1. 1. 1. 1. The IAM tool shall automatically provision an account with the entitlements associated with each affiliation.

      b. Exception Provisioning

1. 1. 1. 1. 1. 1. Exception entitlements may be added by request of an individual or sponsor and require the approval of the Information Security Office.

                      c.  Deprovisioning

1. 1. 1. 1. 1. 1. 1. The ITS IAM tool shall automatically de-provision entitlements as affiliation changes.

                  2. Account entitlements may be de-provisioned if an account is determined inactive.

                  3. Accounts may be deactivated and may be subsequently de-provisioned for violations of ���غ��� Computer and Network Policy (Acceptable Use).

                  4. ���غ��� reserves the right to modify accounts to meet university needs.

                  5. Files and data associated with the de-provisioned account entitlement will be deleted.

                   d.  Password Standards

1. 1. 1. 1. 1. 1. 1. Passwords must, at a minimum, be no shorter than 8-characters for accounts protected by multi-factor authentication (MFA) and 14-characters for accounts not protected by MFA.

IV.  Definitions

IAM refers to technologies and practices that determine a digital identity’s, account’s, and/or individual’s access to technological resources within an organization or network.

IAM is also referred to as identity management (IDM) or identity governance and administration (IGA) along with various other alternatives.

An IAM tool is the software application or platform that an organization utilizes to manage IAM.

���غ��� currently uses the “IAMBing” IAM tool.

• • IAM Identity
    • The digital entity within the current ���غ��� IAM tool – IAMBing – on which entitlements are provisioned and deprovisioned.
    • The IAM identity is not an “account” that an end user can access, though one of several end user accounts may be generated based on various entitlements provisioned on the IAM identity.
    • Essentially, an IAM identity is an empty bucket in IAMBing that can hold entitlements based on the IAM group(s) the IAM identity is part of.
  • Entitlement
    • Information technology resources that ITS provides to the campus community.
    • Service entitlements are based on campus affiliation.
  • Sponsor
    • A ���غ��� employee.
    • A sponsor is responsible for any actions a sponsored individual takes using any account or entitlement provisioned as a result of the associated Exception Request.
  • Sponsored Entitlement
    • A manually-provisioned entitlement applied to an IAM identity that grants an individual with access to a service or technology that isn’t already accessible based on that person’s status with ���غ���.
  • Inactive
    • An account or entitlement that is not utilized for a defined period of time.

V. References

Common Service Access by Affiliation

VI. Contact Information

For assistance: ITS Help Desk
Policy questions: Information Security, security@binghamton.edu

Date	Description	Responsible Party
05/14/2025	Formal management procedure developed to codify existing policy and practice.  Approved by Senior Officers Group 5/31/2025.	Information Technology Services