Official Account Communications

 

This page details the communications you can expect to see related to accounts and passwords from CIT. You can use this as a reference to identify phishing emails.


New Faculty/Staff account notification via email

To: Account Manager(s) for department (maintained by CIT) and Supervisor as recorded in Human Resources.

Date: When* our system creates a new account

*This date is based on information from Human Resources. Human Resources data is updated once each day at 7am; new accounts are created hourly.

Subject: New Geneseo Account Information for FirstName LastName

Body

This user account has been assigned to FirstName LastName. Please share this information with your new employee. It is a violation of our acceptable use policy to sign into or claim this account on behalf of your new employee.

Basic access to your departmental file share and software licensing is handled automatically (see our list of services). Please submit a request to CIT using our access request form if your employee needs additional permissions for specific resources like Banner.

FirstName LastName, you are responsible for all action taken on this account. For further information, refer to SUNY Geneseo Policies located at http://go.geneseo.edu/citpolicies.
Access to Canvas, printing permissions, and online directory information may take up to 24 hours to be available. Please note that it may take 3-4 days for new employees to be added to campus email lists.

Name: FirstName LastName
Email Address (Login Username): username@geneseo.edu
Claim Code: 7TJP-782R-PKB2

You must claim your account by visiting https://go.geneseo.edu/claim

For additional help with claiming your Geneseo account, see our self help at https://go.geneseo.edu/claimhelp or contact the CIT HelpDesk by calling (585) 245-5588, or visiting our online service desk.

Multi-factor authentication is required for all faculty & staff accounts.

Some resources of interest to new users are:


New Student Account



To: The student's application email address 

Date/Time: Within approximately 2 hours after deposit is paid in the Slate system or they are entered as a quick admin.

Subject: Geneseo Network Account

Body

Dear FirstName,

Welcome to Geneseo! We have created a new Geneseo account for you. This account gives you access to a variety of resources including email, online course materials, printing services, software like Microsoft Office, and more. Accounts remain active for as long as you are a registered student at Geneseo. Please note that all future email correspondence will be sent to your Geneseo email address. You should begin monitoring the account today!

Your Username is: yjk7@geneseo.edu
Your claim code is: F6TY-PK87-TVS2
Your email address is: yjk7@geneseo.edu

You must claim your account by visiting https://go.geneseo.edu/claim

For additional help with claiming your Geneseo account, see our self help at https://go.geneseo.edu/claimhelp or contact the CIT HelpDesk by calling (585) 245-5588, or visiting our online service desk.

We wish you every success during your time at Geneseo. 

Sincerely,

Geneseo Computing & Information Technology (CIT)



Subject: Geneseo network account

Dear FirstName,

Welcome to Geneseo! Your Geneseo Account has been created. This account gives you access to a variety of resources including email, online course materials, printing services, and more. Accounts remain active for as long as you are a registered student at Geneseo. Please note that all future email correspondence will be sent to your Geneseo email address. You should being monitoring the account today!

For instructions on accessing and setting up your new account visit: https://go.geneseo.edu/myaccountsetup

Once you have set up your account, check out the online resources available to you at https://go.geneseo.edu/myonlineresources

If you have any questions, please contact the Geneseo Help Desk at (585)245-5588 or via helpdesk@geneseo.edu. We wish you every success during your time at Geneseo. 

Sincerely,

Geneseo Computing & Information Technology Department (CIT)




New Claim Code

When is it sent? This is sent when a customer requests a new claim code using go.geneseo.edu/claim either because they lost their old claim code or it has expired.

To:

Students: The student's application email address 
Faculty/Staff: Account Manager(s) for department (maintained by CIT) and Supervisor as recorded in Human Resources.

Subject

New Claim Code for Geneseo Account

Body

A new claim code has been generated for your Geneseo account. Your old claim code will no longer work.

Your Username is: yjk7@geneseo.edu
Your claim code is: F6TY-PK87-TVS2
Your email address is: yjk7@geneseo.edu

You can claim your account by visiting https://go.geneseo.edu/claim

For additional help with claiming your Geneseo account, see our self help at https://go.geneseo.edu/claimhelp or contact the CIT HelpDesk by calling (585) 245-5588, or visiting our online service desk.

Sincerely,

Geneseo Computing & Information Technology Department (CIT)




Account Disabling, Suspension, and Transitioning

Student Account to Limited/Disabled Student Account

When is it sent? When a student comes off the feed

To: Student's Geneseo email address

Subject

Geneseo Student Account Disabling Scheduled

Body

Dear <FIRSTNAME>,

An automated process has selected your account <EMAILADDRESS> to be disabled. Your account will be put in a limited access state on <DATE> and disabled on <DATE>. Limited access accounts maintain access to email, Google Drive, Canvas, and a few other services.

You are responsible for saving any email or files from your account. We will not recover individual files or email after your account has been disabled and we cannot restore your account.

Only currently registered students, students on an approved leave, and Geneseo Study Abroad students are eligible to maintain a Geneseo account. Your account will be restored if you register for another Geneseo course.

We do not have a record of you registering for classes or taking a leave of absence during this semester or next semester. If you are concerned this notice is phishing please note that we have not asked for your password nor do we link to anything requesting your password. For more information about phishing check out our phishing resources.

Please see our self help document Support for Outgoing Students. To receive commencement information after your Geneseo account is deactivated you must update your Home Email in Knightweb.

If we are in error in selecting your account for deletion, please reply to this message immediately.

Please update your contact information with the Office of Alumni Relations to receive important information about events near you and to stay in touch with your alma mater!

For questions on how to migrate your account information, contact the CIT HelpDesk by calling (585) 245-5588, or visiting our online service desk.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588



Faculty, Staff, Adjuncts, Affiliates to limited/disabled account

When is it sent? When an employee comes off the feed from HR (and is not marked as retired)

Creates JIRA Issue with: Employee's email, Supervisor's email, Department Account Managers

Subject

Geneseo Computing Account Eligibility Change for <DISPLAYNAME> <EMAILADDRESS>

Body

We have been informed that <DISPLAYNAME> no longer has an active employment commitment at the college, impacting their account eligibility. Common causes for this are:

  • This person is an adjunct, and their current active commitment end date has arrived.

  • This person is a 10-month employee, and their 2-month break has arrived.

  • This person has separated from the college.

Our Account Eligibility page describes what happens when a Geneseo employee account loses its eligibility:

  1. The account <EMAILADDRESS> is scheduled to transition to a courtesy account in 2 weeks on <DATE>. Courtesy accounts maintain access to Google services (Gmail, Drive, Docs), Canvas, and a few other services. Please refer to a more complete list of services.

    1. When <EMAILADDRESS> transitions to a courtesy account, they will be removed from the following Active Directory groups:
      <LISTOFGROUPS>

  2. The account <EMAILADDRESS> is scheduled to be disabled on <DATE>.

Adjuncts and some other account types who frequently return but rarely have a 12-month commitment may keep their courtesy account for one year after their last work date, reflected in the "scheduled to be disabled" date above. When a courtesy or disabled account begins a new active employment commitment, it is automatically transitioned back to a full account, usually within 24 hours.

If this is an error, please respond to this as soon as possible. Department heads and account managers can request a delay in these scheduled changes by responding with a justification for the extension and when they expect the person to have an active commitment again.

If this person has separated from the college, please see Considerations for Employee Separation. Please also review the following, which may need your attention:

  • Please let us know who should take over ownership of these Active Directory groups that <EMAILADDRESS> owns:
    <LISTOFGROUPS>

  • Please let us know who should take over management of these Active Directory accounts that <EMAILADDRESS> manages:
    <LISTOFACCOUNTS>

Shawn Plummer
Director, Systems & Identity and Access Management

Retirees to limited account

First retirement

When is it sent? When an employee comes off the feed and has a retired status

Creates JIRA Issue with: Employee's email, Supervisor's email, Department Account Managers

Subject

Your Geneseo Computing Account Retirement Status

Body

Congratulations on retiring from the college FIRST NAME!

Retirees of SUNY Geneseo are eligible to keep access to their Geneseo account. Your account will be changed to affiliated status on DATE. Affiliated accounts keep access to email, Google Drive, Canvas and some other services as detailed in our resources for retirees page. If you need to retain access to other materials or resources we will work with you and your department to grant access if possible.

Please note that retirees who do not access their account for 12 consecutive months will have their account removed.

Retirees and emeriti must return their computer, and any related accessories, as part of the college’s separation procedure. State property control policy does not permit the college to sell equipment. We provide some guidance on buying yourself a personal computer in our retiree resources.

You must update your email signature line to reflect your retired status. Failure to do so may result in loss of email privileges.

If you do not want to maintain your email account respond to this email letting us know the date we should disable your account. Retirees that keep their accounts must make arrangements with offices they work with to ensure business related documents are transferred and that communications are able to reach the offices.

Many retirees return to work at Geneseo in some capacity, if that is the case for you your account will automatically be moved back to a full account when you're hiring paperwork is processed by Human Resources. When you finish that assignment your account will automatically return to retiree status.

Here is the list of Groups and Accounts this account owns, please let us know who should take over ownership of these:

Here is a list of groups that this account will be removed from:

Shawn Plummer

Director, Systems & Identity and Access Management

Computing & Information Technology

SUNY Geneseo

585-245-5588




Subsequent retirements

When is it sent? When an employee comes off the feed and has a retired status

Creates JIRA Issue with: Employee's email, Supervisor's email, Department Account Managers

Subject

Your Geneseo Computing Account Retirement Status

Body

Dear {First Name},

Thank you for assisting the college during your retirement! Your account will be changed to affiliated status on DATE. Affiliated accounts keep access to email, Google Drive, Canvas and some other services as detailed in our resources for retirees page. If you need to retain access to other materials or resources we will work with you and your department to grant access if possible.

Please note that retirees who do not access their account for 12 consecutive months will have their account removed.

Retirees and emeriti must return their computer, and any related accessories, as part of the college’s separation procedure. State property control policy does not permit the college to sell equipment. We provide some guidance on buying yourself a personal computer in our retiree resources.

You must update your email signature line to reflect your retired status. Failure to do so may result in loss of email privileges.

If you do not want to maintain your email account respond to this email letting us know the date we should disable your account. Retirees that keep their accounts must make arrangements with offices they work with to ensure business related documents are transferred and that communications are able to reach the offices.

Shawn Plummer

Director, Systems & Identity and Access Management

Computing & Information Technology

SUNY Geneseo

585-245-5588

(Proposed) Department

When is it sent? When an employee comes off the feed and has a retired status

To: Supervisor's email, Department Account Managers

Subject

<mail> Retirement Status

Body

This user account has been assigned to <displayName> has been changed to a retired status. Most rights and privileges have been automatically removed, but please check your department resources like Google Drive and Google Shared Drive and Microsoft OneDrive to make sure no sensitive information is still shared with <mail>. You should ask them to move any files used by your department to an appropriate share drive or your department may lose access to those files. For additional help with these tasks, see our self help at <self help for finding these files> or Ask CIT. Call the HelpDesk at (585) 245-5588 or submit a request.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588

Disable retiree after inactivity

When is it sent? When the AuditInactiveAccounts ActionSet (with type retiree) finds no login activity for 12 months for a retired account

To: Employee's email

Subject

Your Geneseo Account Retirement Status

Body

Dear <givenName>,

According to our records, your <mail> account has not been accessed for at least 12 months. As previously communicated, your account is now scheduled to be disabled on <DATE>. If you believe this is in error please respond to this email.

If you believe this message is phishing you can always compare it to our official account communications in the SUNY Geneseo wiki.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588

Disable courtesy/sponsored accounts after inactivity

When is it sent? When the AuditInactiveAccounts ActionSet finds no login activity for 12 months for the specified account

To: Account's Geneseo email

Subject

Your Geneseo Account Status

Body

Dear <givenName>,

According to our records, your <mail> account has not been accessed for at least 12 months. As per our Account Eligibility guidelines, your account is now scheduled to be disabled on <DATE>. If you believe this is in error please respond to this email.

If you believe this message is phishing you can always compare it to our official account communications in the SUNY Geneseo wiki.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588

Disable Warning

When is it sent? All limited accounts are notified their account is being disabled at 4 weeks, 2 weeks, 3 days, 1 day.

To: Geneseo mail address for the account

Subject

Account being disabled soon

Body

Dear <FIRSTNAME>,

The account <EMAILADDRESS> will be disabled on <DATE>.

If you believe this is in error please respond to this email.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588



Account reactivated

When is it sent? Account back on the feed. Moved back to full account. Will no longer be deleted.

To: Geneseo mail address for the account

Subject

Geneseo Account Disabling Cancelled

Body

Dear <FIRSTNAME>,

We are writing to inform you that the scheduled disabling of your account <EMAILADDRESS> has been cancelled.

You do not need to take any further action. Have a great day.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588



Department Change

Employee

When is it sent? When an employee changes to a new department

To: Employee's email

Subject

<mail> Department Change

Body

Dear <FIRSTNAME>,

We have been informed that you have moved from <oldDepartment> to <newDepartment>. Some rights and privileges that are automatically assigned by department have been changed, but please verify you no longer have access to data belonging to <oldDepartment>, and please let us know if you need any further rights in your new role in <newDepartment>. Need help? Ask CIT. Call the HelpDesk at (585) 245-5588 or submit a request.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588

Old Department

When is it sent? When an employee changes to a new department

To: Prior Supervisor's email, Prior Department Account Managers

Subject

<mail> Department Change

Body

We have been informed that <displayName> has moved to another department. Some rights and privileges that are automatically assigned by department have been removed, but please check your department resources like Google Shared Drive and Microsoft OneDrive to make sure no sensitive information is still shared with <mail>. For additional help with these tasks, see our self help at <self help for finding these files> or Ask CIT. Call the HelpDesk at (585) 245-5588 or submit a request.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588

New Department

When is it sent? When an employee changes to a new department

To: New Supervisor's email, New Department Account Managers

Subject

<mail> Department Change

Body

We have been informed that <displayName> has moved to your department. Some rights and privileges have been automatically assigned, but if any further rights are needed, Ask CIT. Call the HelpDesk at (585) 245-5588 or submit a request.

Best regards,

Shawn Plummer
Director, Systems & Identity and Access Management
Computing & Information Technology
SUNY Geneseo
585-245-5588



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