Southern Illinois University School of Medicine

Information Resources
Account Policy

Purpose

The purpose of these guidelines is to supplement existing School of Medicine (SIUMED) and University policies regarding computing resource accounts. These guidelines govern accounts issued and maintained by Information Resources (IR). SIU Physicians and Surgeons and individual departments may have additional policies and guidelines.

Target Audience

SIUMED user community

General Information

Computing accounts are provided for use in fulfilling the university's missions, and appropriate university-related activities. SIUMED's acceptable use guidelines are available at http://www.siumed.edu/ir/policy/Acceptable_Use.pdf.

Health Insurance Portability and Accountability Act (HIPAA) protected data is the responsibility of SIU Physician and Surgeons. Storing and/or transporting HIPAA protected data on IR provided accounts is prohibited without written approval of the Associate Dean for Information Resources.

User Accounts

Creation

Employees / Residents

Accounts for new employees and residents are requested by computer support personnel in each department and generated weekly.

Students

Accounts for incoming students are created on a rolling basis during the admissions cycle.

ID Assignment

Account identifiers (user IDs) are programmatically assigned using a first initial, last name scheme (based on a user's legal name). Duplicates are handled by adding a number (starting with 2) to the end. For example, "John D Smith" would be issued jsmith. "Jane Smith" would be issued jsmith2. User IDs become eligible for reuse no sooner than thirty (30) days after the previous ID owner leaves SIUMED.

Shared accounts are NOT allowed. Do not share or give your account information to anyone. Each account must have a single owner who is responsible for that account.

Renames

Users IDs will be changed to reflect a change in the account owner's legal name. Email sent to the previous (legacy) user ID will be deliverable for the lifetime of the SIUMED account. Users may request their legacy user ID be dropped from their account at anytime.

Termination

Accounts are automatically scheduled for removal when a user separates from SIUMED.

Accounts are locked fourteen (14) days and deleted thirty (30) days after separation. SIUMED may immediately terminate all or some account access upon separation/termination.

Retiring Full time Faculty, Professor Emeriti and SIU Medical School graduates may keep their user ID after separation. Retiring Full time Faculty and Professor Emeriti must contact accounts@siumed.edu to request their account be maintained after retirement. Residents who are not also graduates of SIU School of Medicine and graduate students are NOT entitled to keep their accounts.

Users are responsible for maintaining and changing their passwords. Accounts that go more than 120 days past a regularly scheduled password change may be terminated without warning. Alumni, retired faculty and emeritus accounts deleted due to inactivity will NOT be reinstated. Account data is not recoverable after termination due to inactivity.

Account extensions may be granted on a case by case basis subject to approval.

Account Types

Calendar

General

IR maintains a central calendaring and scheduling system for use by the SOM community. This system allows for on-line scheduling of users and select central resources throughout the school.

Calendar data is retained for 3 years and is purged on a yearly basis on 1 August.

Termination

Departments may request the transfer of calendar events owned by departing users.

Deleted user information is purged quarterly (1 Jan, 1 Apr, 1 July, 1 Oct).

Email

General

Email is accessible via the web, through https://webmail.siumed.edu, or using an email client like Thunderbird.

To ensure email resources are available for all everyone, users are limited to 200MB of stored email on the server.

Privacy

SIUMED follows SIU system policy regarding email privacy. Email is considered confidential with some exceptions. Complete policy information is available at: http://www.siu.edu/bot/leg/policies.html#5J

Termination

Users are encouraged to configure an auto-response (vacation) message upon their separation from SIUMED.

Departments may request the activation of an auto-response message for recently separated accounts. SIUMED will not forward email from or allow access to a recently separated account without the written consent of the account owner or written approval from Legal Counsel or Human Resources.

Auto-response messages will remain active for a minimum of thirty (30) days after separation.

Wireless

Wireless access is granted to all SIUMED accounts - does not include Carbondale campus.

Wireless access is available via a "WiFi HotSpot" at https://lobby.siumed.edu and via an IPSEC VPN. The SIUMED network name is SIUSOMRF

Wireless access may be revoked for violation of SIUMED's acceptable use guidelines http://www.siumed.edu/ir/policy/Acceptable_Use.pdf

Wireless on the Carbondale campus is provided by SIU Carbondale IT. Information is available at: http://www.infotech.siu.edu/

VPN

Off campus VPN access is available for off campus access to departmental and/or Springfield campus computing resources.

VPN requests must originate from department computer support personnel and include a reason VPN access is required.

VPN access is not required for access to email, calendar, library resources, and http://intranet.siumed.edu

VPN access may be revoked for violation of SIUMED's acceptable use guidelines http://www.siumed.edu/ir/policy/Acceptable_Use.pdf

VPN access for Carbondale resources is provided by SIU Carbondale IT. Information is available at: http://wireless.it.siu.edu/

Password Management

Administrative Resets

End-user password change requests are only handled in person with a valid photo ID.

End-users should contact their department computer personnel to resolve password issues. Password reset service is available in the Medical Library (4th Floor 801 N Rutledge) 8AM-4:30PM Monday-Friday.

Change Intervals & Complexity Requirements

Must be at least 6 characters long

Must include three (3) of the following characters classes:

• Upper Case (A-Z)
• Lower Case (a-z)
• Numeric (0-9)
• Punctuation such as ~!@#$%^

Must be changed every 180 days

Can not be reused within a 4 year period

Must not include embedded words

Expiration

Users are responsible for maintaining and changing their passwords. Accounts that go more than 120 days past a regularly scheduled password change may be terminated without warning. Alumni, retired faculty and emeritus accounts deleted due to inactivity will NOT be reinstated. Account data is not recoverable after termination due to inactivity.

Passwords can be changed after they expire at https://www.siumed.edu/scgi-bin/chpass.cgi if the previous password is known.

References

http://www.siumed.edu/ir/policy/

http://bot.siu.edu/leg/policies.html

http://policies.siuc.edu/

Revision History