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User Accounts

Creating Accounts

OIT will only create user accounts upon request from these sources:

  • Human Resources – New hires will be reported to OIT once all HR requirements have been met. Accounts will be created at the request of HR and distributed to the new employee in a sealed envelope.
  • Admissions – Students that are Accepted/Enrolled will have new accounts created. Accounts will be given to the student at the beginning of the year by Advisor. Any student entering mid-year will be contacted by OIT or Advisor to distribute account information.

OIT must have 24-48 hours after initial notice before accounts will be created.

OIT will not create accounts that will be shared between multiple users. For example: an email account with a shared username and password.

Deactivating Accounts

When an employee is terminated or a student leaves DA the account will be deactivated. OIT reserves the right to revoke access to a user account at anytime. The following situations also may apply to a user account:

  • Students in the senior class that graduate from DA will have access to their account till Dec 31st of the year they graduate.
  • Students that leave DA by not re-enrolling will be deactivated on June 30th.
  • Students that leave mid-year will be deactivated at the time of departure.
  • Faculty and Staff that leave DA at the end of a school year will be deactivated on June 30th.

Password Requirements

All passwords must meet the following criteria:

  • Minimum of 10 characters
  • Cannot be a password you have ever used before
  • Must contain a combination of 3 out of the 4 following types of characters:
  • UPPER Case
  • lower CaseBase
  • 10 digits (0-9)
  • Special Characters (<>!@#$%)
  • Cannot contain your username or parts of your full name that exceed three consecutive characters
  • Cannot contain similar string positions to your previous password

Password Rotation

Most user accounts must change password a minimum of twice a year and must meet the criteria defined in Password Requirements. User accounts that have access to sensitive information must be changed at least every 90 days.
Users will start to be notified daily 15 days ahead of the password expiration. When a password expires, the account will be locked out.

Users must familiarize themselves with the proper ways they will be notified of a password expiration. This is so users can recognize possible scams from outside sources. This information can be obtained through the support portal and regular user training.

Password Reset

For 15 days a user will receive daily warnings before a password expires. If a password is not changed before it expires, the account will automatically be locked out. To unlock an account the user must visit the OIT office, in person, during normal business hours to receive a new password.

A new password will not be given out over the phone or electronic communications (like email/Teams/iMessage).
This policy is to prevent any security risks when giving a user a new password.

Multi-factor Authentication (MFA)

All Faculty and Staff are required to implement multi-factor authentication for their user accounts. OIT will enable and enforce MFA on Faculty Staff accounts. This requires Faculty and Staff to use a mobile device to provide MFA with their account.

All users (students, faculty, and staff) must have MFA enabled when leaving the country. MFA will be required to access accounts from outside the US.

User Authentication (SSO)

All services provided by OIT will use a common password authentication database. This provides the end-user with one account username and password to login to all systems. This is often referred to as Single-Sign On (SSO). This provides OIT with more secure manor for protecting data, eases account management, and makes it easier for users to login.

Sometimes exceptions must be made for services that do not offer an SSO option. OIT will evaluate the best way to implement login credentials for each service.

User Profile Photos

OIT will only use the yearbook photos to update profile photos each year. Yearbook photos are typically returned to OIT between late October and early November.

  • Users must use their DA yearbook photo as the profile picture and shouldn’t attempt to change the photo. In most major systems the permission to change the photo will be restricted.
  • OIT will not accept special requests from the user to change the photo.
  • The only time a photo will be change is in the case of a yearbook photo retake.
  • Most systems will cache the profile photo for a long period of time. If the photo is changed/updated it may take 1-2 weeks for this change to appear.