OIT SUMMER PROGRAMS PROCESS 2006

Duke electronic identities are normally created by entry into a system of record such as the student system (SISS) or the Human Resources system (SAP). If electronic identities need to be created for participants with no system of record, requests can be submitted to the Electronic Access Services program (EAS) and/or to the Help Desk in OIT. All summer program managers will be asked to thoroughly complete a participant information spreadsheet and an electronic services checklist. These documents must be returned to EAS at least two weeks before the programs start date.

NetIDs and Duke Unique IDs

EAS will create Duke Unique IDs and NetIDs for the participants. When this process is completed, individual NetID letters will be printed and made available for pick up in the OIT Operations Center in the North Building on campus.

• Letters will be addressed to each participant c/o the program sponsor at the sponsors University address. Letters will be sealed and should only be opened by the person to whom the letter is addressed. All necessary precautions should be taken to keep these letters in a secure location until distributed to the participants.
• Each letter will contain the participants NetID and a temporary password good for 30 days from the date of NetID creation. The letter will contain instructions on how to establish a permanent password online. If 30 days elapse before the new password is created, participants will need to call or visit the OIT Help Desk for assistance and present proof of identity.
• The NetIDs and Unique IDs for each participant will be added to the original spreadsheet and returned to the Program Manager. This spreadsheet can be provided to the DukeCard Office if personalized Duke Cards are being created.

Electronic Services

Duke Mail
If the participants need Duke Mail accounts, EAS will request creation of the e-mail account concurrent with the NetID creation process.

AFS
If the participants need AFS space, EAS will request creation of the AFS space concurrent with the NetID creation process. If more than 70MB of AFS space is needed, the Help Desk will seek the appropriate OIT approval and inform the Program Manager if the request has been approved and/or processed.

E-Print
Summer participants with NetIDs and Duke Cards will be able to access the E-Print service. http://www.oit.duke.edu/ats/labs/printing/

Network Access
Summer participants with NetIDs will be able to access the Network.

Blackboard
EAS will provide a list of summer participant NetIDs to the Blackboard staff via email to bb-tier3@duke.edu so they can be added to the Blackboard database. Course instructors must contact the Center for Instructional Technology to initiate creation of the course in Blackboard. The instructor must also use the appropriate Blackboard tools to add participants to the course within the Blackboard system. http://blackboard.duke.edu/about/about.do

Lab log-ins
Lab machines requiring NetID authentication can be accessed. (AFS is required for Linux and Mac machines.) http://www.oit.duke.edu/ats/labs/index.html

Contacts for other services

DukeCard Office:	dukecard@duke.edu
Center for Instructional Technology:	http://blackboard.duke.edu/forms/reqsiteform.do
Conference Services:	Jim.Hodges@duke.edu

Important Additional Information

Non-Comps
Frequently, participants receiving grant monies, stipends, or non-payroll remuneration are entered in the HR system (SAP) as Non-Comps (non-compensatory staff). If this is the case, it is very important that EAS be informed, and it is critical that the correct U.S. social security numbers are provided on the summer programs spreadsheet. To avoid the creation of multiple identities in the identity management system, it is recommended that the program managers provide the existent Unique IDs with any paper work submitted to Corporate Payroll. Program managers will also need to process terminations for participants with Non-Comp status in SAP at the end of the program. Cooperation in doing so promptly is greatly appreciated.

Current and Prior Affiliations
For participants who currently have affiliations with Duke (faculty, staff, student), new NetID letters will not be processed. Anyone who needs assistance in resetting a NetID password may contact the OIT Help Desk. It is also possible that participants have prior affiliations with Duke. Individual Unique Ids and NetIDs associated with an active member of the Duke community are not deleted when that association ends. Participants who were associated with Duke in the past, but have no current affiliation. will need to have their affiliation re-instated and their NetID re-activated by EAS. These participants may also establish a NetID password by contacting the OIT Help Desk.

De-activation of Electronic Services
At the conclusion of the summer program, NetIDs and all access to electronic services will be de-activated for participants. This process can be time consuming as it must be accomplished manually for each person. Program participants should be warned that they may lose access to all electronic services at any time after the conclusion of the program. Duke Mail and AFS content will also be deleted. It is the responsibility of the Program Manager to so inform the participants.

Social Security Numbers
Duke uses the social security number for purposes of identification in accordance with North Carolina General Statutes, Chapter 75, Article 2A. Program Managers concerned about supplying social security numbers should contact the Electronic Access Services program at idm-help@duke.edu.