Introduction

This article provides information on Student Group CCIDs such as how to request and manage a Student Group’s CCID.  

Applicability

This applies to registered Student Groups and their official executive roster. 

Details

Other Student Group Resources

• Student Group Services website
• BearsDen

Before You Begin

• Your Student Group may only have 1 Student Group CCID.
• Your Student Group must be registered with Student Group Services and listed on BearsDen.
• New Student Group CCIDs can only be requested by a group’s primary contact or executive as per the group’s official group roster on BearsDen. 
• Important! If your Student Group is not publicly listed on BearsDen, i.e. registration with Student Group Services is not fully completed, IST cannot issue you a CCID or reset its password.
• Make sure your BearsDen group page is set up correctly. For an executive to be validated so they can use any of the Student Group CCID forms below, they have to be publicly visible at least to logged in members or we cannot see and validate you. For a primary contact to be validated, they have to be an actual student and NOT the actual Student Group secondary CCID itself. The forms below need to be filled in by someone logging in to the service catalogue on their primary CCID, and not on the Student Group CCID.
• The Student Group should collectively decide who should request a Student Group CCID, as the person requesting the CCID will be assigned administrative ownership of the CCID and will be responsible for the CCID’s administrative tasks outlined in this article. 
• If your group is not registered with Student Groups Services or your Student Group CCIDs are sponsored by a specific department, you should talk to your department contact for any Student Group CCID related matters instead..

Requesting a Student Group CCID

A Student Group’s executive or primary contact can request a CCID for their Student Group using the New CCID for Student Group form in our service catalogue.

If your group already has a CCID, you may not request another.

Renewing a Student Group CCID

Student Group CCIDs will have an expiration date of 1 year from the date they are created. The person requesting the CCID will be assigned administrative ownership of the CCID and be the person responsible for the annual renewal of the CCID. The administrative owner will get an email 30 days prior to its expiration date. This email will include a link to a work item in our identity management system where they can renew the CCID by simply clicking the “Renew CCID” button in the linked work item. 

Important! If a CCID is not renewed, access to it will be revoked on its expiration date, and all data therein will be permanently deleted 30 days after its expiration date. It is important to action the renewal emails as soon as possible.

If access to the account is lost due to it not being renewed, see the "Regaining access to a Student Group CCID" section below.

Tip! If the CCID and its data is no longer required, the work item will also have a button to delete the CCID.

Managing access to your Student Group CCID

As the CCID is issued to a student group, multiple people may need access, it is recommended that access is provided using mailbox delegation.

Only one group member should have access to the actual CCID password.

Changing Ownership of a Student Group CCID

The administrative owner of a Student Group CCID should always be a group’s primary contact or executive as per the group’s official group roster on BearsDen. If the current administrative owner is leaving the group or no longer associated with the group, this ownership needs to be transferred to someone who is.

This is the responsibility of the outgoing executive team to do, but if that is forgotten, then the incoming executive team can also fill in the form below to get the CCID transferred to them.

To change the administrative ownership of a Student Group CCID, the CCID's owner or the Student Group's executive or primary contact can complete and submit the CCID Ownership Transfer for a Student Group form.

Tip! If you are unaware of who the current owner is, just leave that field blank.

Regaining access to a Student Group CCID

If the password for a student group CCID has been forgotten, a group’s primary contact or executive as per the official group roster in BearsDen can request a password reset using the CCID Student Group Password Reset form in our service catalogue.

Important! If no one on the current executive team remembers changing ownership via the CCID Ownership transfer form, and access to the account is now lost, then this most likely means the account has expired. If it is still in the 30-day window immediately following the CCID expiry, we can still retrieve the account and grant it to the new executive team. To get started on that process, fill in the CCID Ownership Transfer for a Student Group form.

Tip! If you are unaware of who the current owner is, just leave that field blank.

After the 30 day time period immediately following account expiration, the account will be automatically and irrevocably deleted and we will no longer be able to retrieve any data from it.

Requesting additional email addresses (aliases) for a Student Group CCID

You can request an email alias from the MyCCID Email Aliases page when logged in with the Student Group CCID. Please note the email alias must be over 8 characters long or contain a period and must represent your Student Group in some way. Ex. groupname.treasurer@ualberta.ca

Still need help? Please contact the Shared Services Staff Service Center.