A UBITName is a digital identity issued to a person affiliated
with the University and provides access to University at Buffalo
Information Technology (UBIT) services. This policy defines
who is eligible for a UBITName, what happens when a person’s
affiliation to the University changes, conditions that allow for a
UBITName to be changed, and how a UBITName can be created for
Faculty, staff and students who are currently affiliated with
the University at Buffalo are eligible for a UBITName. Affiliation
with the University at Buffalo is verified against University
records and defined as:
- Employees current in their appointments, including faculty,
staff and volunteers
- Students who are currently enrolled
- Persons who have applied for admission to the University at
- Senior auditors
- Participants in certain pre-collegiate programs
The set of UBIT services granted to a UBITName varies by the
type of affiliation with the University at Buffalo. Persons may
have multiple affiliation types.
Appropriate Use of University at Buffalo Information Technology Services
A UBITName and password is required to access the University at
Buffalo Information Technology services such as email, MyUB, HUB,
UB_Secure, computers in public computing areas, etc. Persons with
UBITNames have the responsibility to use the University's services
in an effective, efficient, ethical and legal manner (see UB IT Computer & Network Use Policy ).
UBITNames may be deactivated for inappropriate use.
- Employee UBITNames are created automatically when an official
appointment has been fully processed by Human Resources.
- UBITNames for non-International Undergraduate Students are
created automatically when an application for admission to the
University at Buffalo has been submitted.
- UBITNames for Graduate, Professional and International Students
are created when they have been accepted into a University at
Buffalo academic program.
Notice of Affiliation Change
A notice will be automatically emailed to UBITNames whose
affiliation has changed, indicating access to services will change.
Persons no longer affiliated with the University will lose access
to all UBIT services with the exception of the following:
- Students retain full access to UBIT services for six months
following degree conferral from the University at Buffalo.
- Students enrolled at the University at Buffalo after January
2011 retain access to MyUB and HUB indefinitely.
- In addition to retaining access to MyUB and HUB indefinitely,
students with degree conferrals after January 2008 may preserve
access to UBmail through an opt-in program offered by the Alumni
Leave of Absence
- Affiliation does not change while a person is on an official
leave of absence, including sabbatical leave.
- Retired faculty and staff retain access to a limited set of
services, including UBmail.
- CIT reserves the right to issue a new UBITName to the retiree
when retention of the original name is integral to administrative
operations of the University.
- When a person is no longer affiliated, files (documents,
emails, etc.) on the central servers associated with their UBITName
Conditions for UBITName Change
- UBITNames are assigned permanently and never reused. UBITNames
are generated automatically based on an algorithm that incorporates
various aspects of a person’s name and may include numbers. A
request to change a UBITName will be considered for an individual
only under the following circumstances:
- Legal name change processed through the appropriate University
at Buffalo administrative office
- Auto-generated UBITName is agreed to be objectively obscene or
- Newly appointed faculty or staff’s auto-generated
UBITName is confusing or doesn’t coincide with the
person’s identity at a former institution or in a
Administrative UBITNames are available to affiliated staff and
faculty (in addition to their personal UBITNames) to conduct
University business, such as departmental correspondence.
Administrative UBITNames must have an employee listed as a sponsor
and may be shared. Appropriate use of the Administrative UBITName
is the responsibility of the sponsor.
Administrative UBITNames may be requested by sending mail to firstname.lastname@example.org.
CIT will send renewal notices annually to verify continuing use of
this type of UBITName.
Persons that are not eligible for UBITNames, but who are
collaborating with a department may be granted a Departmental
UBITName. Departmental UBITNames do not have access to UBIT
services such as UBmail, public labs or file space.
Office of the CIO
Buffalo, NY 14260
Related Documents, Forms, Links
Chief Information Officer Approval