Olin Business School at Washington University in St. Louis | Groups

Account Guidelines

Official University Policies

Nothing in these guidelines is intended to conflict with the Washington University Computer Use Policy, the Washington University Policy on Sexual Harassment, and all other appropriate policies, laws, and regulations.

Guidelines apply to all users.

These policies apply to faculty, staff, and students equally, unless otherwise noted.

Account Administration

Eligibility

Olin Students, Faculty, and Staff: All students, faculty, and staff of the School are eligible for a network account which provides the following benefits: (1) access to computer labs; (2) an email account; (3) allocation of on-line storage space; (4) personal web site; (5) printing; (6) remote dial-up access. Eligible students are those who are enrolled in any Olin degree program including those non-business students pursuing a business minor or a dual-major.

Non-business students: Non-business students are eligible for an account as described for Olin students, except they are not eligible for an Olin mail account. Instead, non-business students will be added to the Olin address book with an email address they provide. Additionally, non-business accounts will remain active only during semesters when the student is taking classes at Olin. At the beginning of each semester, accounts will be disabled if the student is not taking an Olin class. The account will be re-enabled if they take a class at a later date. All files stored on the network will be removed at this time as well. These restrictions do not apply to non-business students pursuing a business dual-major or a business minor. Students must complete a declaration form through the Undergraduate Student Services Office in Simon 12 before they will be granted full Olin account status.

Inactive Students: Students who are inactive (i.e. they do not have any open major programs) are not eligible for accounts, and their accounts will be deleted per the schedule listed below. The only exception is for students who are on an approved leave of absence (LOA). Students with an approved LOA are eligible to retain their accounts while the LOA is active.

Usernames

The account name is a combination of the last name and as many letters of the first name to ensure a unique account. All student accounts will include at least one letter from the first name. Custom or vanity addresses or aliases are not available. Faculty or staff may request additional accounts as necessary for School business.

Resource Limits

Limits may be assigned to system resources such as disk storage or printing. Use of resources above limits may result in a nominal charge. Users are advised to read On-Line Disk Storage Guidelines for additional guidelines regarding file storage.

Schedule for Account Deletions

Graduating Undergraduate, Graduate, and Doctoral students:

See the table below for the deletion schedule.

Graduation Date

Account Deletion   Date

May

December 1

August

March 1

December

July 1

Extensions will be provided only for those students who are looking for employment as of the deletion date and who are unable to sign-up for Internet access. Extensions will not exceed four months. Weston Career Center will inform the administrator of those students who are still looking for employment.

Alumni who graduated after May 2004 can continue to use their University email address (@wustl.edu). Make sure you provide your current email address where you want @wustl.edu mail to be forwarded. You can logon and update your information, including your preferred email address, at the Online Alumni Directory

  • Inactive Students not on Leave of Absence: Deleted one month after status changes from active to inactive.
  • Faculty: Deleted after two months and email forwarding to alternate account enabled for an additional six months.
  • Staff: Normally deleted as soon as employment ends. Accounts may remain open temporarily at the request of the staff member's department head.

Provision of Account Services

Users are prohibited from using their accounts:

  • For personal financial gain and for non-University related for-profit business.
  • To use on-line disk storage in violation of guidelines.
  • To use email in violation of the guidelines.
  • To use remote dial-up services in violation of guidelines.
  • To access other users' data without authorization.
  • To tamper with hardware or software.
  • For purposes that do not conform to the Washington University Computer Use Policy, the Washington University Policy on Sexual Harassment, and all other appropriate policies.

Privacy

Data files and messages traversing the Olin network are not completely private.

Olin reserves its right, as owner of the network and the computers in question, to examine, log, capture, archive, and otherwise preserve or inspect any message transmitted over the network and any data files stored on University-owned computers. All users must recognize that electronic communications are by no means secure, and that during the course of ordinary management of computing and networking services, network administrators may inadvertently or be required to view user files or messages. In addition, if a user is suspected of violations of University policies or guidelines regarding computer and email use, that user's privacy is superseded by the University's requirement to maintain the network's integrity and the rights of all network users. In the event of criminal or legal investigations, Olin may also be required to provide copies of email messages to the appropriate authorities.

Enforcement

Reporting Complaints

Complaints by any user receiving electronic transmissions, or complaints concerning any other violation of these policies, may be submitted to the Manager for Networking & Operations.

Minor Infractions

Minor infractions of these policies, when accidental are generally resolved informally. Administration may contact the party or parties involved through electronic mail informing them of the infraction, or may schedule in person discussion and education sessions to revolve the infraction. Every attempt will be made to resolve the infraction at this level and to prevent further infractions.

Repeated Infractions and Serious Misconduct

Repeated minor infractions or serious misconduct may result in the temporary loss of computer access privileges or the modification of those privileges to prevent the party or parties from further violations pending appropriate action. Offenders will be referred to their sponsoring advisor, department, employer, or other appropriate University office for further action. If the individual is a student, the matter may be referred to the Office of Student Affairs for disciplinary action. Temporary or permanent loss of computer access privileges may result, as determined by the appropriate disciplinary overseers. (More serious violations include, but are not limited to unauthorized use of computer resources, attempts to steal passwords or data, unauthorized use or copying of licensed software, repeated harassment, or threatening behavior.)

Any offense which violates local, state, or federal laws may result in the immediate loss of all University computing privileges and the offence will be referred to appropriate University offices and/or law enforcement authorities. If necessary, such instances may result in the suspension of computing service until the matter is resolved. Users are advised that anyone who tampers with computer equipment, computer software, or computer data may be subject to civil and/or criminal penalties.

Users may appeal any decision to the Dean of the School of Business.

Passwords

Important! We now have a self-service password reset system that you can use if you ever forget your password. You must setup your profile in advance to use the system.

Password Rules

To ensure that all users have secure passwords, your password must meet the following requirements:

  • Must be at least seven characters in length.
  • May not contain all or part of your username or display name.
  • Must include three of the four categories: upper case letters (A..Z), lower case letters (a..z), numbers (0..9), and symbols (e.g."$","!","#")
  • Must be different than the previous six passwords used.
  • Can be changed only once per day.
  • Must be changed at least once per year. You will be reminded via email before your password expires.

How do I change my password?

Note: Passwords are case-sensitive, i.e. upper- and lowercase letters are not the same.

Using an Olin PC (lab, classroom, office, etc.)

  1. While logged in, press Ctrl-Alt-Delete.
  2. A dialog box will appear with several buttons. Click "Change Password..."
  3. You will be asked once for your old password, then twice for your new password.

Using a Web Browser

Important Note for Olin Staff & Faculty: MyPassword is intended for people who do not have an Olin PC or are away from the office. You should use the instructions provided above for changing your password on an Olin PC. Not doing so can cause issues, especially if you have a laptop with SafeBoot (aka McAfee endpoint Encryption) installed.

  1. Go to myPassword and click Change my Password
  2. Enter your username and password, and then click Continue.
  3. You can click Generate Password for the system to create a password for you. After you make note of your new password, click Change Password.

If you want to select your own password, select Enter, then enter your new password where indicated, and click Change Password.

My password has expired. What should I do?

You will receive an email notification before your password expires. Notifications will be sent at 30 days, 14 days, seven days, and one day before your password expires. After your password expires, you will receive a final notification.

If you logon to an Olin PC or Outlook Web Access (OWA) you will also see a reminder to change your password, starting 14 days before your password expires, you will be reminded to change your password every time you logon. If you do not change your password before it expires, you will not be able to logon until you change your password. Please note that you will need to myPassword to change your password. You cannot do so from within Outlook Web Access.

  • If you have setup your Password reset Profile, you can use myPassword to reset your password.
  • You can either logon to an Olin PC and change it when prompted. If you are off-campus, you can logon to Outlook Web Access and you will also be prompted to change your password.

How do I create a Password Reset profile?

Make sure that you edit your Password Reset profile as soon as possible after receiving your account. The system will not reset your password unless you can provide answers to the questions in your profile.

  1. Go to myPassword and click Edit my Profile.
  2. Enter your username and password and click Continue.
  3. For the first question, select a question from the dropdown list, then provide an answer.
  4. For the second question, provide your own question and answer.
  5. Click Update

I forgot my password. How can I reset it?

If you cannot remember your password, you may reset it online. You will only be able to reset your password if you created a Password Reset Profile.

  1. Go to myPassword and click Reset my Password
  2. Enter your username and click Continue.
  3. Provide your answer to the first question and click Continue.
  4. Provide your answer to the second question and click Continue.
  5. If you provided the correct answers, you can reset your password. You can click Generate Password for the system to create a password for you. After you make note of your new password, click Reset Password. If you want to select your own password, select Enter, then enter your new password where indicated, and click Reset Password.

If you have not completed your Password Reset Profile, the lab consultants in the Simon Hall computer lab can reset your password if you show photo ID.

How do I change my Blackboard password?

Your Blackboard account and Olin account are the same account. Follow the instructions provided for changing your Olin password. You cannot change your password in Blackboard.

User Profiles

What is a user profile or network profile?

Each user account has an associated user profile (aka network profile or roaming profile). Your profile contains all of the settings and files that define options specific to you. These include your Outlook signatures, desktop wallpaper, web favorites, etc. When you logon to a system, the system copies your profile folder to the machine you're using. On our systems, the profiles are located in C:\WINNT\PROFILES\username\, where username would be your username. When you logoff, your profile is copied back to the network, saving any changes you may have made.

Is this the same as my network drive, M:?

No. Your network drive is your M: drive, the place where you store your data files (Word, Excel, etc.). The quota on this folder is 50 MB for most students.

Your user profile or network profile is a separate set of folders that store your user settings. The limit on your user profile is 10 MB. Data files should never be stored in your profile.

Your mail account is separate from both of these. Your mailbox is stored on the mail server. For most students, the quota is 20 MB.

Why won't the system let me logoff when my profile is over 10 MB?

Please note that the quota limits and the quota icon described here will not be active until January 21.

User profiles for students are limited to 10 MB. When you try to logoff and your profile is over 10 MB, the system will ask you to move files before letting you logoff. When you save a file that pushes your profile over the limit, the system will display a window warning you that you are over quota.

In your System Tray (the space on the task bar in the lower right corner of your screen, next to the clock) you will see an icon that looks like a computer screen with a user on it. If you double-click on it, you will see a window listing your profile folders sorted from largest to smallest. It will also tell you what your current profile size is and what the limit is. If you are over your quota, the icon will change to a large red circle with an X in the middle.

If you are over quota and try to logoff, the system will show you a list of files in your profile (from largest to smallest that are candidates for removal). If the files that are shown are not in your Desktop, seek assistance before deleting files.

Why is it bad to have a large user profile?

A large user profile results in slow logon and logoff times. Because the profile is copied when you logon and logoff, you have to wait however long it takes for that copy to complete before you can do anything. If profiles get larger and larger, people can find themselves waiting several minutes just to logon.

Why shouldn't I save files to my desktop?

Although it is convenient to have files on your desktop, especially those that you use often, saving files here is how most people wind up with large profiles. Always store files that you need to keep in your network folder or M: drive. If you want easy access to files form your Desktop, create shortcuts instead. Shortcuts are very small and let you quickly open documents.

How do I create a shortcut on my desktop?

  1. Open your M: drive and find the file to which you want to make a shortcut.
  2. Right mouse click on the file and select Copy.
  3. Right mouse click on the desktop and select Paste Shortcut.

How do I tell Outlook Express to saves its files on my M: drive?

Unfortunately you can't. But we can do it for you. Outlook Express has an option to change the location and move the files automatically; however, it won't let you use a network drive for the store. We get around this by making the change outside of the program. Send a request to Help Desk, if you would like this done for you.