Account and Email Address Policy

Account Criteria

PUNet accounts are created and maintained automatically for every individual who meets at least one the following qualifications:

• Is a currently an admitted, deposited or enrolled student. Account type: Admit, Deposit or Student.
• Is currently a student on hiatus, as designated by the Registrar's Office. Account type: Hiatus Student.
• Is an employee or 1099 payee (see below) whose current employment information has been entered into Colleague by HR. Account type: Pending Staff, Staff, Pending Faculty, Faculty.
• Is an alum who is in the system as having graduated since 1993. Account type: Alum.
• Is in the system as having taken a class since 1993 but who has not graduated. Account type: Former Student.
• Is a retired employee who has been granted perpetual privileges by the Honors and Awards Committee. Account type: Emeritus Faculty or Honored Retiree.
• Is a university trustee. Account type: Trustee.

If a person stops meeting any of these qualifications, their account is automatically marked to lose the current level of access after 45 days. Multiple email notifications are given to warn the account owner about this change.

Each individual should only have one PUNet account.  That account can be given multiple levels of access as the individual meets more than one of the qualifications listed above over the course of their affiliation with Pacific University.  For example, a person may be an employee, then a student, then an alum.  It is possible to meet more than one of the qualifications shown above simultaneously, during which the affiliation with the university that gives the greatest level of access is used to determine current access.

In addition to accounts that are created and/or given access via these automatic processes, accounts can also be Sponsored (see below).

1099 Payees

1099 Payees are any individual for whom the university will file a 1099 form to report non-payroll income.  An independent contractor who receives checks from the Business Office for work done for the university is an example of a 1099 Payee.  1099 Payee PUNet accounts are created when the department bringing in the payee works with HR to complete HR's 1099 Payee onboarding process.  The 1099 Payee onboarding process may also be used to create accounts for individuals who the university will not be filing a 1099 form for, but that require an HR background check, or that require or may in the future require access to Colleague and related services.

Pending Employees

When employment information is entered for an individual (whether using the 1099 Payee process or the normal payroll employee process) and a future start date is entered, an account is created with Pending Faculty or Pending Staff status.  These accounts only have access to a subset of services available to regular employee accounts.  Currently pending employees do not get access to:

• Box
• Boxer Alerts
• Colleague
• DocuSign
• Library Access
• Moodle (pending staff do not gain Moodle access, pending faculty do)
• Multifactor Authentication with Duo
• Pharos Printing
• Relias (HIPAA training)
• Wireless
• Zoom

Services

Different services are extended to account holders based on the type of their account. What follows are the most asked-about services for common account types. Contact support for information about access to other service or by other account types.

Some services are not activated until the account holder completes the first-time logon wizard in myAccount, or accesses that individual service for the first time.

*Alumni and Former Student access may be removed if the individual is a former employee and retaining access would result in inappropriate access to sensitive information, systems or communications.

Sponsored Accounts

A Sponsored Account is a guest account for individuals who do not meet the current criteria for university accounts (above) but is doing work of value to the university. The account exists and is maintained because a qualifying individual has sponsored it. Examples include:

• A person doing unpaid (volunteer) work for the university.
• A vendor who must interact with specific Pacific University online services in order to provide requested services to the university (but who is not identified as a 1099 payee of the university for tax purposes, who does not need a background check, and who will never need access to Colleague-related services*).
• A student who is not currently enrolled in classes, nor is on an official leave of absence, but is doing academic work with Pacific University faculty.
• An unpaid visiting scholar.
• A preceptor who is working (unpaid) with Pacific University students at an experiential education site.

In all cases, the department that benefits from the person having the account should request the sponsorship. People who want their own accounts to be sponsored cannot directly request sponsorship from UIS.

Requests are made via the web-based request system found in myAccount. See Creating a Sponsorship Request and Responsibilities of a Sponsor. Sponsorship requests are all reviewed by UIS and only granted if they meet the criteria for sponsorship described herein. Sponsored accounts are only valid for up to one year at a time, and must be reviewed annually.

*New accounts created via the sponsorship request system cannot have access to Colleague, BoxerOnline, Touchnet, ODS or MyBoxer.  Accounts that will need access to these services at any point in the future should be created using HR's process for 1099 Payee onboarding.

Organizational Accounts

An organizational account is not tied to a named individual, but a department or function.  UIS is no longer creating organizational accounts with Google access, as they violate Google's terms of service.  In most cases, a Collaborative Inbox Google Group can meet most of the functions that organizational accounts were previously used for.

Related Knowledge Base Articles

• Responsibilities of a Sponsor describes the responsibilities of the sponsor of a sponsored or organizational account.

• Creating a Sponsorship Request describes the procedures for sponsoring accounts.

Questions? Comments?

Contacting Support