Computing & Information Services

Computer Account Creation and Termination

Students, faculty, staff, alumni, and affiliates are eligible for Reed computer accounts.  College employees may request a "sponsored account" for individuals outside of Reed (e.g., contractors or academic collaborators) who require access to Reed computing services.  Account creation and termination practices for each constituency are summarized below:

Account Creation

Termination

Students

Incoming students who have paid their Admission deposit receive a welcome letter that includes a one-time activation code and a URL to Reed's self-service account creation site.  At this website, students verify their identity, accept our user agreement, claim a unique username, set security questions, and create a password.

Students keep their usernames throughout their affiliation with Reed.   Incoming student accounts provide access to email and the IRIS campus portal.  Once on campus, students use the same account credentials for network registration, network file storage, and other secure services.

When students graduate their status changes to alumni. The Registrar's office sends graduation notification to Computing & Information Services and graduates are given two weeks' notice to close their email and file server accounts.  IRIS portal roles are converted to alumni status, and by September 1 of the graduation year, all other accounts are disabled.  If students separate after at least two semesters of study, they are also considered alumni.

Students who separate before they have completed two semesters of study have no ongoing affiliation with Reed.  They are given two weeks' notice before their accounts are closed.

Faculty


Account creation is triggered when a new faculty member submits a completed contract to the Dean's Office and a Reed ID number is assigned by Payroll.  Computing & Information Services sends a one-time activation code and a URL to Reed's self-service account creation site.  At this website, faculty verify their identity, accept our user agreement, claim a unique username, set security questions, and create a password.  

Faculty members keep their usernames throughout their affiliation with Reed. Incoming faculty accounts provide access to email and the IRIS campus portal.  Once on campus, faculty use the same account credentials for network registration, network file storage, and other secure services.  If the faculty member is an alumnus, the appropriate roles and services will be applied to their existing accounts.

Faculty who retire with emeritus status retain their accounts in perpetuity.

When faculty leave Reed, Computing & Information Services is notified by Payroll that their contract has ended.  They are given two weeks' notice before their accounts are closed.  If the departing faculty member is an alumnus, the appropriate alumni roles and services will be retained.

Staff

Academic staff are eligible for computer accounts after their documentation is submitted to HR and a Reed ID number is assigned by Payroll.  Computing & Information Services sends a one-time activation code and a URL to Reed's self-service account creation site. At this website, academic staff verify their identity, accept our user agreement, claim a unique username, set security questions, and create a password.  Academic staff members keep their usernames throughout their affiliation with Reed.  The account provides access to email, the IRIS campus portal, network registration, and other secure services. 

All other staff must submit a properly signed and authorized user agreement to Computing & Information Services to create their unique username and password.  In addition to email, the IRIS campus portal, network registration, accounts for Banner, and other administrative services are created as appropriate.  If the staff member is an alumnus, the appropriate roles and services will be applied to their existing accounts.

Computing & Information Services receives staff departure information from the supervisor, or from Payroll in a monthly report.  All accounts are closed immediately unless special instructions are provided by the supervisor.  If the staff member is an alumnus, the appropriate alumni roles and services will be retained.

Alumni

Alumni who don't have a Reed account can create one by visiting the IRIS portal and clicking "Create account".  Alumni will be asked to submit their Reed ID and other personal information to verify their identity.  Then they claim a unique username, set security questions, and create a password.  Alumni accounts can be used to access IRIS and to connect to the campus network while visiting campus, but they do not include Reed email accounts.

Alumni retain their accounts in perpetuity.

Sponsored Accounts

Reed employees may request sponsored accounts for individuals outside of Reed who require access to Reed computing services.  Typical examples include research partners or other colleagues who participate in collaborative projects. Staff who leave Reed but continue to do work that furthers the mission of the college may retain their Reed accounts with an Affiliate designation. Computing & Information Services contacts account sponsors annually to verify that the account is still needed.

 

Adopted by CIS, December 1, 2010.