User Lifecycle
User accounts are linked to the user's affiliation with the university
The user lifecycle automates the management of university members' user accounts from the time they join the organization until they leave.
Since there are different groups of people at a university (staff, students, doctoral candidates, and contributors), there are also different ways to obtain a user account. The user account is linked to the individual’s relationship with the University of Bamberg. If that relationship ends, the user account is deleted.
Different ways to create a user account
| Group of people | Connection to the University of Bamberg | Retention of the user account |
|---|---|---|
| Staff* | Employment contract, teaching assignment | Motion |
| Students | College | Enrollment |
| Ph.D. candidates | Doctorate | Application plus registration with TRAc |
| Contributors** | Partnerships and similar initiatives | Request with the approval of the facility management |
* The category of university staff includes professors, academic and non-academic staff, adjunct professors, honorary professors, lecturers, private lecturers, as well as retired professors and professors emeritus.
** pursuant § to Section 2 of the Terms of Use for Information Processing Systems at Otto Friedrich University of Bamberg
User accounts will be automatically suspended and deleted
When a user’s affiliation with the university ends (due to the expiration of a contract, withdrawal from the university, or completion of a doctoral program), the user account will be suspended following advance notification via email and subsequently deleted. This occurs automatically as part of the user lifecycle process.
The user account will be suspended or deleted after the periods shown in the table have expired; these time frames refer to the end of the user’s affiliation with the university.
Timing of account suspension and deletion following the end of the relationship with the university
| Group of people | Locking | Deletion |
|---|---|---|
| Staff – non-academic | at 11:59 p.m. on the last day of employment | Two weeks later |
| Staff – Research* | 6 weeks later | 8 weeks later |
| Staff – Adjunct Faculty | 30 weeks later | 32 weeks later |
| Students** | Approx. 29 weeks later (208 days) | about 31 weeks later (222 days) |
| Ph.D. candidates | Approx. 29 weeks later (208 days) | about 31 weeks later (222 days) |
| Contributors*** | 4 weeks later | 6 weeks later |
* Retired professors and professors emeritus remain members of the university even after leaving active service and retain their user accounts.
** Important notice for students: Upon submission of a justified request, a one-time extension of the user account may be granted.
*** The user account for contributors is created for up to six months upon initial registration and can be renewed thereafter.
The suspension and deletion of user accounts will be notified via email
The IT Service will send affected individuals timely emails with the subject line “[Info IAM]” and details regarding when the user account will be suspended or deleted. In the IAM portal, you can verify the authenticity of the emails using the self-service feature “Verify Email Authenticity.” Important emails from the university are displayed there. The exact times when these emails are sent are listed in the table below.
Notice periods for account suspension and deletion upon termination of the relationship
Regarding the emails Group of people | [IAM Info] Advance Notice | [IAM Info] Announcement | [IAM Info] Reminder |
|---|---|---|---|
| Staff – non-academic | 8 weeks in advance* | 4 weeks ago | 2 weeks ago |
| Staff – Research** | 8 weeks in advance* | 2 weeks later | 4 weeks later |
| Staff – Adjunct Faculty | none | 26 weeks later | 28 weeks later |
| Students | 4 weeks later | about 25 weeks later (180 days) | about 27 weeks later (194 days) |
| Ph.D. candidates | none | about 25 weeks later (180 days) | about 27 weeks later (194 days) |
| Contributors | none | on the same day | 2 weeks later |
* This advance notice is also being sent to the supervisor for information and, if necessary, for further action.
** Retired professors and professors emeritus remain members of the university even after leaving active service and retain their user accounts.