Associate IT account

The University Council may, on the recommendation of Senate, confer the title of Emeritus Professor on any Professor of the University at, or after, retirement or resignation from the University, in recognition of conspicuous service to the University.

Human Resources will identify this person as having left (in their database) and IT access will end automatically.

A Sponsor will be required to make an Associate application on behalf of the Emeritus Professor so that they can continue to access IT facilities.

Although the titles Honorary Professor and Honorary Fellow are managed centrally (by the Registrar’s Office) all Honorary Appointments wishing to have access to IT facilities and libraries need to apply for an Associate University Card which is arranged, in the first instance, by contacting the relevant School Manager.

Accounts for temporary users are appropriate when the University is providing a short-term service that involves minimal access (e.g. by conference attendees); or when temporary staff are fulfilling a short-term function for the University.

Requests for accounts should be sponsored by someone in a position to determine 'who used the account, when'.

Digital and Technology Services may be able to provide a service, such as filestore or email, for use by a team or group.

This approach can be useful in situations where a number of individuals provide a service (e.g. an enquiry office) and it is convenient for them to organise files in a shared file store and/or correspond using a shared mailbox.

For access for spin-out company employees, IT Services to be provided by the University must be specified in the Facilities and Services Agreement between the University and the company; the Agreement may state that individual employees of the spin-out have Associate access.

Similarly, an Agreement must also be written where access needs to be provided to members of other organisations associated with the University, specifying services provided to the organisation as a whole and members of the organisation as Associates.

In these situations, the Agreement replaces the need for an individual Sponsor for each Associate. IT staff must have access to the Agreement so they can see which services should, or should not, be provided for the organisation.

An account will be created for consultant IT staff who have been brought in to support the IT infrastructure, via the Associates application process.

Additional permissions to access 'backend' systems can be agreed locally with the Sponsor.

These are accounts that could potentially be used by a group of people. For example, where a departmental administrator email account needs to be accessed by administrative staff and temporary employees.

Role-based accounts can be set up, on request, by a relevant departmental Sponsor.

Accounts for casual staff are appropriate when the applicant is providing a short-term service.

Staff who need access to IT services or library electronic resources.

Accounts are appropriate when the University is providing a short-term service that involves minimal access to services other than an internet connection (if an internet account is the only service needed the user should be directed to the Guest Wi-Fi) or when temporary staff are fulfilling a short-term function for the University.

Access to library electronic resources is dependent on the staff's visiting role within the University, as directed by the JISC model licences for authorised users. A visitor will not automatically have access to electronic resources.

The Sponsor is responsible for:

• making the application on behalf of the Associate (log in required)
• making sure the Associate is aware, reads and signs the Acceptable Use Policy for users of the University Computing Facilities, JANET Acceptable Use Policy and Non-Employee Data Access Agreement 
• notifying the IT Service Desk if the Associate leaves before their official end date
• notifying the IT Service Desk of any changes in circumstances or relationships between the Associate and the University

To help the Sponsor to complete your application form, please ensure you have a personal email address available. Sponsors must enter a personal email address for the Associate as the form will not accept email addresses ending in Nottingham.ac.uk or nott.ac.uk. This will enable the University to send you updates and information about your application.

This application goes through an approval process, which includes a member of staff in the relevant School or Department you will be connected to and also the relevant Campus IT support team who will assess the access needs for this account.

The Associate must:

• Take full responsibility for activity within your account
• Adhere to the Acceptable Use Policy, JANET Acceptable Use Policy and Non-Employee Data Access Agreement while registered at the University
• Take appropriate care with your account details and passwords
• Inform the IT Service Desk if the account is no longer needed

Although most Associates and temporary users are outside University disciplinary arrangements:

• Associate users will need to sign the Acceptable Use Policy
• Some of these users will be contractors. Compliance with University policies can be made a condition of the contract
• If there is no contract (e.g. a retired employee continuing research) the risks are likely to be so low that they can be managed by the Sponsor
• A University employee will be accountable for having sponsored each Associate or temporary user

Visit Associate IT Account activation.

Your access will have been agreed for a set period of time with your sponsor (maximum of 12 months, and renewable 1 month before deactivation).

Your account will be deactivated on the date that has been agreed by your sponsor. This application will be assessed to determine the time for which you need the account.

Information Services will carry out regular reviews of the validity of each Associate account in each department.

Usually none of your IT services or data will be retained after your leave date. There will be a short period (usually 30 days) when your account remains disabled before Information Services deletes any data.

Discuss your requirements for data retention with your Sponsor well before you leave.

• Contravening the JANET Acceptable Use Policy
• Contravening the terms set out in the University's Acceptable Use Policy
• If IT staff believe an account has been compromised. They have authority to disable the account there is a potential disciplinary or legal case against a particular user. The relevant authorities (i.e. Human Resources) may ask IT staff to disable the user's accounts
• You are no longer considered to be a registered Associate user