Managing your role or department Duck ID accounts

Overview

Role 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 are intended to be shared and can be passed from one person to another as responsibilities or business needs change.

These accounts may also be referred to as department accounts or non-person accounts. 

Each of account has a single named owner. The owner of the account can perform the below actions. These instructions also apply to Sponsored Accounts used by an individual person.

Table of Contents

Finding accounts you own

  1. Go to Duck ID Account Management
  2. Log in with your personal Duck ID username and password
  3. In the Other Users box, select View and update profile
    View and update profile link highlighted
  4. When the page loads, that's the list of accounts you currently own, unless you have extended Duck ID access for your job duties (see below)
  5. Click on an account to see more details
For HR/Payroll and IT staff: Some job duties mean you may have been granted extended Duck ID access, such as the ability to reserve a Duck ID for an incoming employee, or technician access to provide Duck ID support to campus. If this is you, it means you'll see more accounts in the system than just your role accounts. 

Here's how to filter the list to only role accounts you own:

  1. Complete steps 1-5 above
  2. Select the gear icon next to the Search button
  3. Select Direct manager, is equal to, type your username, and click the check mark. The results will be only accounts that you own.

Resetting the password 

Note: You can only reset the password to a role/department account that you own. If you are not the owner, you will not be able to follow these instructions and will need to contact the owner or submit an Account Request for further assistance.
  1. Go to Duck ID Account Management
  2. Log in with your personal Duck ID username and password
  3. In the Other Users box, select Help Users.
    Duck ID Account Management Menu with Help users link highlighted
  4. All role accounts you own will load. Click on the role account that you want to change the password for. 
  5. The next screen displays password requirements and allows you to set the password. 
    • Note: If you see this error on the password reset screen, it can safely be ignored:  "There are problems with security question configuration on the system..."
  6. Enter the new password, and then enter it again to confirm it. 
    • The bullet point on a requirement will turn into a green check mark () when met, or a red X () when not met. 
  7. Click Change passwords when all requirements are met.
  8. A new page will load titled Results.
If the Password changed? column says Yes and the Results column says Success, then you're all done! Please note that it will take up to 15 minutes for the new password to work on Microsoft services like UOmail. 

Handling uncommon issues:

  • If you see any other message on the Results screen, your new password was not set. Please try again or submit a ticket for assistance.
  • If the owner is unavailable in an extended way and you have a password emergency that can't wait, please have your Dean or Department Head submit a ticket for assistance.

Transferring ownership to someone else 

When you are the current owner:

  1. Go to Duck ID Account Management
  2. Select Log in
  3. Log in with your personal Duck ID username, password, and complete verification
  4. In the Other Users box, select View and update profile.
    View and update profile link highlighted
  5. All role accounts you are able to view will load. Click on the role account that you want to transfer, or use the Search field to find the account before clicking.
  6. Scroll down to the Request box and select Transfer: responsible owner.
  7. This will open a pop-up window. Click into the Manager field.  
  8. This will open up another pop-up window. Search for the name or Duck ID of the person you wish you transfer your role account to. Click on their row to select them. 
  9. You will end up back on the previous pop-up, with the Duck ID you selected as the new Manager. Click the Submit button in the lower right. 
  10. An alert saying Your request was successfully submitted will appear in green at the top of the window. 
  11. Your request will be manually reviewed to verify the new owner, and you will be notified via email when it is completed.

If you would like to review the status of your request at any time, you can return to the Home screen using the House icon in the upper left, and then select Requests in the Requests box.

When you are not the owner, but the last known owner has departed

Submit an Account Request for assistance.

Changing the display name 

The account's owner can request a role/department account's display name be updated by submitting a Role/Department Account Request.

Closing an account 

The account's owner can request a role/department account be closed by submitting a Role/Department Account Request.

Can a role/department account have security questions? 

No, role/department accounts can't have security questions at this time.

A default message appears on the password change screen warning owners that the account has a security question configuration issue, but this can be ignored.

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Duck ID Accounts
Your Duck ID is the first part of your UO email address before the @ sign. You use your Duck ID and associated password to log in to many services at UO, including e-mail, wireless, and Canvas.