Managing your role or department Duck ID accounts

Overview

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 accounts. These accounts can be passed from one person to another as responsibilities or business needs change.  Each of these accounts has an owner.  The owner of the account can perform the below actions.  These instructions also apply to Sponsored Accounts used by an individual user.

Table of Contents

• Finding the accounts you own
• Resetting the password for a role/department account
• Transferring ownership of a role/department account
• Closing a role/department account
• Can a role/department account have security questions?

Finding the accounts you own

If you have extended privileges, such as the ability to Reserve a Duck ID for a New Employee, you will need to filter the list of accounts to see just the ones you own.

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.
   
5. Select the gear icon next to the Search button
6. Select Direct manager, is equal to, type your username, and click the check mark.  This will display only the accounts where you are listed as the owner. 

Resetting the password for a role/department account 

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 Help Users.
   
5. All role accounts you own will load. Click on the role account that you want to change the password for. 
6. The next screen displays password requirements and allows you to set the password. 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. Make sure the Password changed? column says Yes and the Results column says Success. 
   • If so, the password change was complete and you can logout. Please note that it will take up to 15 minutes for the new password to work on Microsoft services like UOmail. 
   • If you have any trouble with the process, you can create a ticket to get assistance. 

Transferring ownership of a role/department account 

When you are the current account 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.
   
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.

Closing a role/department 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? 

• Role/department accounts currently aren't able to use security questions or other recovery options.
• The only way to change a role/department account password is for the owner to follow the instructions above.