Includes stock language for common emails sent regarding Sponsored NetIDs.

TOC:

See also

Renewal quick flow-chart

Process starts

  • Usually initiated because Oliver gets an email from CIT.
  • Alternatively, look at our list of Sponsored NetIDs with upcoming expiring NetIDs.

Create a ChemIT ticket in Remedy

  • Usually address it to the PI. Might state something like these examples:

    • Subject: Sponsored NetID expiring: NetID for Firstname Lastname
      Oliver reporting: I am creating a new ticket to document decisions related to expiring Sponsored NetID. More info coming soon, -Oliver.

    • Subject: Renewing Sponsored NetID.
      Oliver reporting: I am creating a new ticket to document decision related to an expiring Sponsored NetID. Per PI's in-person request, the NetID is being renewed for a year:
      Firstname Lastname (NetID)
      See (https://confluence.cornell.edu/x/L4vLDQ) for details.

  • Note: Our IT web forms will toss any angle brackets, and anything inside them. So if using that form, don' t type something like, <NetID>!

From within Remedy, provide PI (faculty members) with context and explicit action needed

From the just-created Remedy ticket, send the PI the following info:

PI,

Via reply, please let me know if you want, or don't need, to re-Sponsor the following NetID:

NetID for Firstname Lastname

It is due to expire at the end of this month, on xxx.

Lulu recently checked their use of the cluster and reports that their last access time was xx. And they have yy GB data in his directory.

Here is the justification from last year, to confirm or modify, if an extension is required:

(Copy prior business purpose.)

Thank you, -Oliver.

Get reply from PI verbally or in writing

  • If to renew, renew via https://sponsored-netid.cornell.edu/ site or by clicking link within email Oliver received.
  • If to lapse, no need to interact further with CIT's SponsoredNetID site.

Either way: Updated our Sponsored NetID page. Add our Remedy number AND CIT's Remedy number.

Close our ticket

Tips and notes, mostly of value for Chemistry IT staff

  • Preface "Business Reason" section's text with a summary, such as:

    • Hoffmann: FirstName LastName <NetID>. Prof. Roald Hoffmann:(...business reason...).

  • For Scheraga's 29 Sponsored NetIDs we bulk-updated them in March 2017 using data munged within Excel. File located:
    • R:\Chem IT\CCB people lists\Sponsored NetID uploads\Scheraga-Sponsored-NetIDs.xlsx
  • See our page on creating a NetID, which is rarely done.
  • CU's list of persons who are listed as Staff in the Directory but who no longer have active jobs at Cornell:
  • If you do a Cornell people search for folks on this list, you will see under proxy (Other Information => PROXY:) that they are proxied by Dave Collum <dbc6> (current Chemistry Chair, as of 11/2016) or Michael Lenetsky (Oliver's supervisor, as of 11/2016).
    • CIT will send an email to someone who was considered a student AND is now only a sponsored individual. That email states that their student status is dropping away, unaffecting their sponsored status. Thus, nothing should change for them.
  • Why not use "GuestIDs" instead, usually? (There are exceptions: GuestIDs also listed here to ensure their review ~annually, triggered by Chemistry IT staff.)

Stock text for Sponsored NetID communications

Option 1: Create a ticket under the person with Sponsored NetID

  • I've used this for when renewal is more likely.

Renewal request via our web form

Fill out form for person whose NetID is expiring. Then in Full Description, write something like:

  • Oliver reporting: This NetID is due to expire xx/yy/zzzz unless renewed by PI, to whom I'll write shortly.

Process: This creates a ticket to ensure PI's response is received and recorded. And proper action is taken on our part.

Option 2: Create a ticket under the PI sponsoring the NetID

  • I've used this for when renewal is not as likely. Or for Scheraga where many renewals are under consideration.

Subject: Expiring Sponsored NetID: Firstname Lastname <NetID>

PIname,

The current sponsorship for Firstname Lastname <NetID> expires at the end of this month.

Do they require having their NetID re-extended? If so, for how long? Please reply so I may have a ticket created to record your response. Thank you.

Here's the language you used last time:

(...)


I look forward to hearing from you. Thank you, -Oliver

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