Role/Department Accounts


Role/Department accounts provide business continuity for university programs by allowing a single Duck ID account to be used by multiple people with the same function. These accounts may also be referred to as department accounts, non-person accounts, or role account.

These accounts can be passed from one person to another as responsibilities or business needs change.

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About account types 

Role/Department accounts fall into the following categories:

  • Position/Role Account: Provides an email address for a specific business or academic function that can be transferred to another person without a change in the email address or the need to separate business and personal email.
  • Group Account: Provides an email address and/or web presence for research projects, student clubs and groups, committees, and task forces. 

Accounts for other purposes will be reviewed on a case-by-case basis.

About ownership 

Each account has a single designated owner responsible for making or approving changes to the account. Owners must be ongoing university faculty or staff; students, student employees, and associates are not eligible to own role accounts.

If the designated owner is no longer available, a dean or department head from the department using the account may designate a new owner.

Activities with Role/Department Accounts

Requesting new accounts 

You can request a new account using the Role/Department Account Request page.

To request an account, you must be administrative faculty, faculty, or staff. Students, student employees, temp employees, and other affiliates are not eligible to request role accounts.

Seeing a list of accounts you own 

  1. Visit Duck ID Account Management
  2. Select Manage Your Duck ID
  3. Log in with your usernamepassword, and complete verification
  4. In the Other Users box, select View and update profile
  5. A new page will load titled Users with a search box, and all role accounts under your control will load underneath

Transferring account ownership 

To reassign an account you own to someone else, follow instructions for transferring ownership.

Password resets 

To reset the password for a role account you don't own, contact the owner.

Owners can follow instructions for resetting role/department account passwords.

Requesting account changes 

Account owners are able to request the following types of changes from IT staff:

  • Update the display name
  • Add or remove eligible service access like Office 365
  • Request the account be closed

To request these changes or discuss other topics about role/department accounts, create a ticket from the Role/Department Account Request page.

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Article ID: 117786
Tue 10/6/20 4:46 PM
Mon 3/25/24 2:10 PM

Related Services / Offerings (1)

Use this service to request a new Role/Department account or request support for an existing account.