University of Tasmania, Australia

Non University member accounts (NUMA's)

Access to University accounts is generally via either Student Administration or Human Resources. For other non-standard users NUMA accounts may be applicable, they are for a range of specific purposes, for example contractors requiring some access for a period to maintain vendor software, a non-individual contract with UTAS, visiting status for a short period of time, or a collaborative arrangement with a UTAS entity for an external individual that requires electronic access to participate in that collaboration. If you have people who need accounts on a longer-term basis and they have a direct relationship with the university then please talk to your HR representative: http://www.human-resources.utas.edu.au/about-hr/employment-advisers

N.B. Anyone being paid directly by the University should receive their accounts via HR and not via a non-Uni member account. IT accounts are generated automatically after HR enter the persons details.

1. Direct UTAS <-> individual relationship - Human Resources
   In the event of a direct relationship between an individual and UTAS, Human Resources will manage the allocation and approval of an identity through the Human Resources Management System
2. Indirect UTAS <-> individual relationship - ITS non-member account
   In the event of an indirect relationship, the account will be managed by the responsible organisational unit within UTAS, through mechanisms provided by ITS.

A direct relationship is between UTAS and an individual, an indirect relationship will result through participation in a non-individual contract with UTAS, visiting status for a short period of time, or a collaborative arrangement with a UTAS entity for an external individual that requires electronic access to participate in that collaboration.

Examples:

Type	Relationship	Area responsible
Centre for Legal Studies staff	indirect	ITS - Nonmember Account
Edge Radio, Island magazine staff	indirect	ITS - Nonmember Account
Exchange Students >3Months	na	Student Admin
External researcher	direct	HR
Honorary Academic Staff	direct	HR
In-tellinc staff	indirect	ITS - Nonmember Account
Jane Franklin Hall	indirect	ITS - Nonmember Account
NTEU staff	indirect	ITS - Nonmember Account
Outsourced/Contracted Employees (eg. Spotless)	indirect	ITS - Nonmember Account
Research assistant	direct	HR
Student placements (eg: short-term(<6months) non-utas medicine students)	indirect	ITS - Nonmember Account
Tasmanian Museum Herbarium Staff	indirect	ITS - Nonmember Account
Trainee staff ( Employed by external group)	indirect	ITS - Nonmember Account
Trainee staff ( Employed by UTAS)	direct	HR
Tutors (eg. MyLo)	direct	HR
TUU Staff	indirect	ITS - Nonmember Account
UniGym Staff (UBE, commercial arm of UTAS)	direct	HR
University Council and Committee members	direct	HR
Vendor Soft/Hardware support Contractors	indirect	ITS - Nonmember Account
Visiting Academics < 6months	indirect	ITS - Nonmember Account
Visiting Academics > 6months	direct	HR
Visiting Artists < 6months	indirect	ITS - Nonmember Account
Visiting Artists > 6months	direct	HR
Visiting Professional Staff < 6months	indirect	ITS - Nonmember Account
Visiting Professional Staff > 6months	direct	HR
Volunteers - Teaching staff/Research Staff	direct	HR
Volunteers - clerical duties etc	direct	ITS - Nonmember Account

Should account provision by HR be applicable please contact your HR representative: http://www.human-resources.utas.edu.au/about-hr/employment-advisers

Details regarding Honorary appointments via HR: http://www.utas.edu.au/__data/assets/pdf_file/0007/37708/Honorary,-Visiting,-Clinical-and-Adjunct-Appointments-Policy-And-Procedures.pdf

Applying for a new NUMA account

NUMA accounts are sponsored by faculties, Schools or other Academic units for a maximum period of 12 months, for new NUMA accounts for new members we require the following 3 items to be submitted:

1. a form to be completed and authorised by the Head of the sponsoring UTAS School or equivalent. This can be done online: https://secure001.utas.edu.au/members/non_uni_members.pl (or download and fill in the paper based Access to Services Form (PDF 386.1KB) and scan and email to service.desk@utas.edu.au)
2. a good copy of the photo identification with name and birth date legible of the person for whom the new account is for. (Scan and email to service.desk@utas.edu.au)
3. a copy of the ICT Services and Facilities Use Agreement signed by the person for whom the new account is for (This can be found under the I.T. Services category under University Policies: http://www.utas.edu.au/governance-legal/policy, or via this direct link to pdf, sign then scan and email to service.desk@utas.edu.au)

Extending or renewing an existing NUMA accounts

For extensions of existing NUMA accounts we just require an email from the Head of School, or equivalent, of the UTAS department sponsoring the member/s to the ITS Service Desk (service.desk@utas.edu.au) advising of the period of time (Max. 12 months) the extension is required.

Sponsoring Departments Responsibilities

1. Authorisation for access: Authorisation is provided by a Senior Officer of the University the head of the relevant UTAS academic unit, we accept authorisations from the 1st person in charge OR the second person in charge of a large section of the university, eg. Heads of School, Deputy or equivalent, Business Manager of a School or equivalent.
2. De-provision of access: Where people with existing NUMA accounts no longer require this access prior to the accounts expiry we require an email from the Head of School, or equivalent, of the UTAS department sponsoring the member/s to the ITS Service Desk (service.desk@utas.edu.au) advising of the date from which the account should be de-activated.
3. Extensions of access: Sponsoring departments are responsible for managing account extensions or advising ITS of an account that is no longer required, the service desk strongly recommends that departments regularly review their existing NUMA's and also make note of account expiry dates and, prior to this date, review the requirement for the account and request an extension where appropriate.
   N.B. the account will expire with no notification to the department or the NUMA holder
4. Risk management: all issues associated with mis-use of the access provided, e.g. copyright infringements/inappropriate use of services.

The underlying university policy, ICT Access Control Policy (ICTP 4.1) is available here (relevant section 6.1):

http://www.utas.edu.au/university-council/university-governance/policies,-procedures,-guidelines--and--standards