Service overview
A resource account is used in special cases, to grant access to McGill systems and services when individual username and password credentials are not possible.
NOTICE: Changes to resources accounts
As part of McGill’s ongoing efforts to strengthen our information security posture, the IT Services team has recently conducted an analysis on the usage/creation of resource accounts, and we have observed a significant increase. Since many of these resource accounts are accessed using shared passwords, and cannot be secured with two-factor authentication, they pose a risk to McGill’s data, systems, and its community. Protecting the privacy of the McGill community is extremely important to us; therefore, resource account sponsors are being asked to take action on their resource account(s). Please consult the FAQs section in the KB article Resource accounts, shared mailboxes, and other types of non-personal accounts.
These are some scenarios in which resource accounts are useful:
- Students working in a job at McGill with high turnover in nature (e.g. student1.dept@mail.mcgill.ca).
- Staff (casuals, course lecturers, affiliates) who need to use the uPrint service but do not have an active role in Workday (e.g., something.dept@mcgill.ca).
- Specific service or group that needs to access a system or resource (e.g. admin.dept@mcgill.ca).
The resource account credentials can be used as any other McGill Username, and take the form of something.dept@mcgill.ca (staff / physical resource), or something.dept@mail.mcgill.ca (students and older affiliate accounts), or something.dept@affiliate.mcgill.ca (newer affiliate accounts).
IMPORTANT NOTES:
- While the username of a resource account looks like an email address, a resource account is not email-enabled unless specifically requested. All resource accounts that are email enabled will have an entry in the Outlook Global Address List (GAL).
- Resource accounts should not be created solely for the purpose of accessing a group mailbox. See Resource accounts, shared mailboxes, delegates and distribution lists - which is right for you? for a comparison between these related solutions.
- Resource accounts are NOT to be used for Guest access (see Signing into Guest Wifi) or for those who do not have a working relationship with McGill.
Who can use it
Resource accounts can be used by McGill students, faculty, staff and affiliates.
Requests for the creation of a resource account can only be made by McGill faculty and staff members.
How to request & access the service
Full-time McGill faculty and staff can request resource accounts by filling out the request form: Create resource account(s)
To renew a resource account, fill out the request form: Renew resource account(s)
To request a resource account for a student association, the president of the association must contact the IT Service Desk or submit a Generic Request Form.
Sponsors: The person who requests the resource account is generally the primary "sponsor" of the account, i.e., person with the authority and responsibility to manage the account and its use. It is recommended to include the name of at least one backup sponsor when requesting a new account or renewal of an existing resource account.
The sponsor will be contacted when the account has been created.
Cost
There is no cost associated with this service.
Availability
Requests for resource accounts will be processed during regular office hours (Monday to Friday, 9:00 a.m. to 5:00 p.m.). You will be contacted when the account has been created.
Access to McGill services is available 24 X 7, except during scheduled and unscheduled maintenance. Check the IT Services website for announcements regarding service interruptions.
Frequently asked questions
I don't know the Short Username of the Resource Account. Where can I find it?
- Go to Reggie > View Account Information. Note: If you are off campus, you must be connected to VPN in order to access Reggie.
- Select McGill Username.
- McGill Username: enter the resource account's McGill Username or Short Username
- McGill Password: enter the resource account's password
- Click Next.
- The Short Username will be displayed.
Is there anything I should do before I change the password of a Resource Account?
Yes, in order to avoid locking users out of the account, make sure you notify all authorized users of a resource account that you will be changing the password, and give them the new password. This is best done by phone or in person to protect the security of the password, and ensure users can continue to access the account.
How do I change the password of a Resource Account?
- Go to the Update Password Page.
- Enter the McGill Username of the resource account.
- Enter the current McGill password for the resource account.
- Type and retype a new McGill password which meets the complexity requirements.
- Click Submit to change the password. It will take effect immediately.
- After changing the password, we urge you to tell account users to follow the steps in the Password Reset Checklist, so they can identify various IT services, such as wireless or VPN, where they might have saved the password.
Best practices & policies
- Create a resource account for meeting rooms or audiovisual equipment and use it for booking these facilities by inviting the resource address when you schedule Outlook meetings.
- If you are attending a conference or event, create a shared mailbox to give out instead of your regular email address, so that you can track all follow-ups from that event.
- Student associations can use a shared mailbox address to represent their organization. See the How to request section above.
- Sponsors for the resource account are responsible for renewing, deactivating , managing the password and notifying IT Services of changes in contacts.
- If a user leaves the department, the sponsor for the account should change the password and ensure that all users of the account are provided with the new password.
Training & documentation
If you have an email-enabled resource account, see Adding a resource account mailbox in Outlook.
Support
Contact the IT Service Desk