CGU Account Provisioning Policy

Faculty and Staff Account Provisioning

Faculty and Staff Account Provisioning (Standard) [Implemented]

New faculty and staff are provisioned accounts after they are hired through Human Resources/Workday. This includes granting access to email, Workday, Canvas, PeopleSoft and all other CGU resources. Populations granted access in this manner also include adjunct faculty, grant faculty and contract/temp staff.

Visiting/Unpaid/Fellows Account Provisioning [Implemented]

Faculty who are visiting CGU for a short-term period or who are contributing to CGU project in an unpaid manner are provisioned directly through the Office of the Provost. Once a contract arrangement has been made, the scholar is created PeopleSoft and provisioned an account. This includes access to email and the library and, if appropriate, Canvas and PeopleSoft.

Student Worker Provisioning [Not Implemented]

Student workers are provisioned accounts after they are hired through Human Resources/Workday. This includes granting access to email, Kronos and other resources as requested. Student workers use their regular student credentials to log into Workday and Kronos unless their supervisor requests a student worker account for them. Students may not use their regular student email account to conduct business as a student worker, as this is a violation of FERPA.

Student becomes Faculty or Staff [Implemented]

If a student or alum is hired as faculty or staff, they are provisioned an account after they are hired through Human Resources/Workday. This includes granting access to email, Workday, Canvas, PeopleSoft and all other CGU resources. Because this person already has an account as a student, a second account is manually created for them as an employee. They are not permitted to use their student account as an employee, as this is a violation of FERPA.

Student Account Provisioning

Admitted Student Account Provisioning [Implemented]

When a student is admitted to CGU through the Office of Admissions they are provisioned an account in PeopleSoft and Active Directory. At this time their email address is reserved but not provisioned. Admitted students receive restricted access in PeopleSoft and selected other systems prior to matriculation. This applies to all degree-seeking students, credential seeking students and graduate certificate students. Special standing applications also apply through the Office of Admissions and are provisioned in the same manner and admitted students.

Student Account Provisioning [Implemented]

When an admitted student is matriculated to CGU, their email is provisioned and they are granted full student privileges in student-related applications (PeopleSoft, Canvas, library, etc.).

Non-Degree Seeking Student Provisioning [Implemented]

When a person is permitted to take non-degree seeking courses, their account is created by the Office of the Registrar and their account is provisioned in PeopleSoft and Active Directory. These students are provisioned an email account and access to student-related resources (PeopleSoft, Canvas, library, etc.). This applies to exchange students, 7Cs students, summer-only students, GLI, various other partner programs that offer non-degree seeking classes.

Faculty or Staff becoming a Student [Implemented]

When a faculty or staff are admitted to an academic program by the Office of Admissions, a new account is provisioned for them in PeopleSoft and Active Directory. This account is manually created. At this time their email address is reserved but not provisioned. When the person is matriculated to CGU, their email is provisioned and they are granted full student privileges in student-related applications (PeopleSoft, Canvas, library, etc.).

Account Creation Standards

Email Account Policy

When an email account is provisioned, an email account is granted based on a user’s legal first and last name (first.last@cgu.edu). If a person is granted a second account (because they have a secondary status (student becomes faculty or staff; staff becomes a student), their second account is provisioned with a “2” in the email to distinguish it from the initial email (first.last2@cgu.edu). These emails cannot be interchanged.

User ID Policy

When a User ID is provisioned, the user’s account is created based on the user’s legal last name, first name and last four digits of their PeopleSoft ID Number (lastf1234). This User ID may be used to log into various applications at CGU. If a person is granted a second account (because they have a secondary status (student becomes faculty or staff/staff becomes a student), their second account is provisioned with an “S” at the end of the User ID (lastf1234s). The accounts are granted unique access based on the appropriate role (faculty/staff/student).