Account Access Life Cycle

Table of Contents

Account Service Levels and Details

Standard

A user with the Standard Service level will have access to the following resources:

  • UTD Web Applications
  • UTD Email (This is conditional for Guest and Contractors based on IT Resource Request.)
  • UTD Computing Resources (UTD Computers, File Shares, etc.)
  • UTD Network Access (CometNet, VPN)
  • File Sharing Applications (OneDrive, Box)

Basic

A user with the Basic Service level will have access to the following resources:

  • UTD Web Applications
  • UTD Email (This is conditional for Guest and Contractors based on IT Resource Request.)
  • UTD Network Access (CometNet, VPN)
  • File Sharing Applications (OneDrive, Box)
Note: Users lose access to UTD computing resources, including remote desktop and SSH access into shared resources.

WebApps Only

A user with the Webapps Only Service level has access to the following resources:

  • UTD Web Applications

Dormant

A user with the Dormant Service level will not have access to any UTD resources. The account's email inbox and home directory remain intact at this level, but the individual is denied all access. The LDAP and AD records are still in the directory but blocked or disabled. This service level only remains for 35 days.

Removed

A user with the Removed Service level has had their data deleted, with the exception of academic records such as transcripts, grades, etc. Users of the dormant service level for 35 days will be set to removed and their data deleted.

Student Account Life Cycle

A student account typically moves through five phases of service levels during their lifecycle: Web Apps Only, Standard Service, Basic Service, Dormant, and Removed.

Applicant Accounts/ Account Activation

  • When a student applies to UTD, an account is created for them within 24 - 78 hours (1-3 business days). They should receive their UTD-ID via email from admission@utdallas.edu and NetID (username) from NetIDServices@utdallas.edu. 
  • Students who have their NetID and Password can find their UTD-ID by following these instructions and logging into Galaxy. If you cannot find your email or face issues with this process, please contact the OIT Service Desk at 972-883-2911 or by Live chat.
  • The Web Apps Only Service level allows applicants access to the following web applications only:

Admitted Students

  • Admitted students are upgraded to the Basic Service level within 35 days. This provides access to the following:

Enrolled Students

  • Students may enroll for classes via the Orion Student Center on UTD Galaxy. Instructions to register for classes can be found at the Registrar page.  
  • At the beginning of each semester, students drop from Standard to Basic Service level if they are not enrolled in classes.
  • Students who do not enroll in classes for two long semesters (Fall and Spring) are moved to Dormant Service level and must go through the Readmission Process. 
  • Enrolled Students are upgraded to the Standard Service level within 24-48 hours of enrolling for classes.
  • The Standard Service level provides access to the following:

Non-Enrolled Students

At the beginning of each semester, students who are not enrolled in classes are dropped down to the Basic Service level. It restricts their access to UTD Computer Resources (including computer labs).

Dormant Students

  • Students who do not attend UTD for two long semesters (I.e., fall, and spring) will be notified 35 days before being downgraded to the Dormant Service level.
  • They will need to go through the readmission process to enroll to change their account type from Dormant to Basic Service level.
  • Students who withdraw from the University (including non-academic withdrawals) are immediately downgraded to Dormant Service level.
    • After 35 days of being Dormant, accounts are set to the Removed Service level, and all email information is permanently deleted from the account.
  • Dormant students lose access to the following:
    • UTD Web Applications (Applicant and Student center)
    • NetID password reset service
    • UTD email
    • UTD Computer Resources

Former Students/ Alumni (Removed Service Level)

  • Accounts that have been Dormant for 35 days are set to the Removed Service level, and all UTD email information is permanently deleted from the account.
  • The Removed Service level deletes the following account information:
    • AD and LDAP records
    • UTD email
    • Home File Directory

Student access levels are evaluated at every semester changeover. The system will evaluate the enrollment status of the upcoming semester to determine the status of the student.

  1. Prospective Students - A student not currently enrolled for the active semester.
    • 35 days after being identified as a prospective student, an email notification will be sent to the user and they will be set to a Basic Service level.
    • This applies to newly admitted students, and students who do not enroll for the following semester.
  2. Current Students - A student currently enrolled for the active semester.
    • A student currently enrolled will have a Standard Service level. 
  3. Inactive Students - A student that has not been enrolled in classes for two long semesters (fall and spring).
    • 35 days after being marked inactive, an email notification will be sent and the user will be set to a Dormant Service level.
    • The student will be denied access to all UTD resources, but their data is retained.
  4. Former Students - Students that have not been enrolled for ~400 days.
    • 35 days after their Service level was set to Dormant, the student's Service level will be set to Removed.
    • No access changes take place, but once set to Removed Service level, the student's inbox and home directory are deleted.
Note: Expunged service level is no longer used. If an account has this level, it is from an old system. Accounts with this level have no LDAP or AD records.

Staff Account Life Cycle

Staff and Faculty Service Level changes are triggered by changes made to the employee in the HR system. For immediate termination requests, see KA 192. 

The manager submits an IT Resource Request to create a new user account, if needed. Manager submits an IT Resource Request to set themselves as the employee’s account sponsor and change their user type to Staff and Service Level to Standard if not already selected.

  1. New Hire - A staff member newly hired at UTD. (Not applicable to vendors/contractors/guests)
    • Marked as Active Employee and Staff in HR system.
    • Set to Standard Service level
  2. Termination - An employee is terminated. (Voluntary or Involuntary)
    • User is no longer marked as an Active Employee.
    • Set to Webapps Only for 3 years
      • Access to pay stubs and W2s.
    • After 3 years, Service level is set to Dormant.
      • 35 days after being set to Dormant, the Service level is set to Removed
  3. Removal - An employee is no longer associated with UTD.
    • No Access

Faculty Account Life Cycle

Staff and Faculty Service level changes are triggered by changes made to the employee in the HR system. For immediate termination requests, see KA 192.

  1. New Hire - A Faculty member newly hired at UTD. (Not applicable to vendors/contractors/guests)
    • Marked as Active Employee and Faculty in HR system.
    • Set to Standard Service level
  2. Termination - An employee is terminated. (Voluntary or Involuntary)
    • User is no longer marked as an Active Employee.
    • Service level is set to Basic for 90 days as Former Faculty.
      • Access to Email
      • Access to Campus Solutions
    • After 90 days, Service Level is set to Webapps Only for 3 years.
      • Access to pay stubs and W2s.
    • After 3 years, Service Level is set to Dormant.
      • 35 days after being set to Dormant, the service level is set to Removed.
  3. Removal - An employee is no longer associated with UTD.
    • No access

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