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.
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:
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).
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.
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.
There is no cost associated with this service.
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.
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.
If you have an email-enabled resource account, see Adding a resource account mailbox in Outlook.
Contact the IT Service Desk