Student Group Campus Computing IDs

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

Before You Begin

Each Student Group may only have 1 Student Group CCID through Student Group Services (SGS) and Information Services and Technology (IST).
Your Student Group must be registered with Student Group Services and publicly listed on the Student Groups Directory.
Important! Your club is only publicly listed on the above page once your registration is fully completed. If your Student Group is not publicly listed on the Directory, i.e. its registration is still in progress, or has lapsed, IST cannot issue you a new Student Group CCID or transfer/reset the password of an existing one.
The Student Group should collectively decide who should own a Student Group CCID, as the person owning 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 sponsor or contact for any Student Group CCID related matters instead. Department sponsorship is also the only way for a group to have more than one CCID.

Requesting a Student Group CCID

A Student Group executive 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.
Important! New Student Group CCIDs can only be requested by someone on the group’s official executive roster on Rubric. Therefore, once your group is publicly listed, someone still has to log in and fill out the executive roster first before applying for a CCID. IST does NOT accept any other forms of validation that someone is a club executive.

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.
Ideally, 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 current group executive as per the group’s official group roster on Rubric. If the current administrative owner is leaving the group or no longer associated with the group, this ownership should be transferred to a new executive.
Important! 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 an executive of the Student Group can complete the CCID Ownership Transfer for a Student Group form. Your group's registration and executive roster must also be up to date when you do this -- so the group must be visible on the Student Groups Directory and their executive roster must be current.
Tip! If you are unaware of who the current owner is, just leave that field blank.
The form above needs to be filled in by someone logging in to the ticketing system on their primary CCID, and not on the Student Group CCID, since we need to validate which specific executive is sending the request.

Regaining access to a Student Group CCID

If the password for a student group CCID has been forgotten, the owner of the account can request a password reset using the CCID Student Group Password Reset form in IST's service catalogue.
The form above needs to be filled in by someone logging in to the ticketing system on their primary CCID, and not on the Student Group CCID, since we need to validate which specific executive is sending the request.
If no one on the current executive team remembers changing ownership via the CCID Ownership transfer form, and the account is no longer working, then this might mean a former executive still has ownership of the CCID and the account has expired. Alternatively, if the renewal emails are ignored by the owner, the account might have expired.
In these cases, an account If it is still in the 30-day window immediately following the CCID expiry, we can sometimes 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 as soon as possible.
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.
Important! If you get stuck in a loop where you cannot access your Rubric account because it's tied to an expired or revoked student group CCID, but you need to log in to Rubric to fix your roster so that we can validate you to give the CCID back to you, contact clubs@uasu.ca and tell them about this, and they will assist you with getting into your Rubric account.

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, and/or contain a period, and must represent your Student Group in some way. Ex. groupname.treasurer@ualberta.ca or fullname.ofgroup@ualberta.ca.

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