Corporate Accounts Procedure

Version 2.1

For Students, Faculty, Staff, Guests, Alumni

Purpose

The purpose of this procedure is to guide members of the Fordham community in requesting and managing corporate email accounts. 

Scope

This IT Security document and all policies referenced herein, shall apply to all members of the University community, including faculty, students, administrators, staff, alumni, authorized guests, delegates, and independent contractors (the “User(s)” or “you”) who use, access, or otherwise employ, locally or remotely, the University’s IT Resources, whether individually controlled, shared, stand-alone, or networked. 

Types of Corporate Accounts:

I. Corporate accounts for sending email on behalf of a department or group

1. The Account Owner is responsible for managing and documenting delegated access permissions
2. When ownership changes, formal provisioning, deprovisioning, and reprovisioning procedures must be followed

II. Club accounts for student use

1. The owners of these accounts need to share the password with club supervisors
2. Club supervisors' phone numbers must be added to DUO 
3. Adding and removing the second factor (i.e., phone number) in DUO may happen frequently and must be audited 
4. The owner may need to add multiple accessible phone numbers because they share many members' accounts 

III. Delegate email accounts (e.g., infosec@fordham.edu) 

1. Used on behalf of one main account and forwarded to individual email accounts, but a separate login is unnecessary 
2. The delegate account owner needs to change passwords 
3. Keep track of who's in the group 
4. Use the de-provisioning procedures to re-assign the account owner 

Procedure Statement

1. Request to create a corporate account email by contacting the IT Service Desk or creating a ticket through ServiceNow, request a ‘Corporate Gmail Account Request’ via the Service Catalog.  
2. Request only one corporate account per ticket. 
3. The requester must provide at least three possible account names (e.g., department123, department999, department_456). 
4. The requester must provide at least one valid full phone number, e.g., 555-555-5555, +1 555-555-5555. 
5. Requests to transfer or delete corporate accounts should be submitted via a ServiceNow ticket. Request a ‘Corporate Gmail Account Request’ via the Service Catalog.  
6. After creating an account, adding or removing phone numbers to DUO should be requested via a ServiceNow ticket. Request a ‘Corporate Gmail Account Request’ via the Service Catalog.  
7. The corporate account and the phone numbers associated with it should be audited annually by the account owner. 

Related Policies and Procedures

• Corporate Accounts Policy 
• Provisioning and Deprovisioning Policy  

Implementation Information

Revision History