The 51²è¹Ý Identity Management System
The University of Hawai'i Identity Management System (51²è¹ÝIMS) collects and consolidates information concerning people associated with the University so that 51²è¹Ý may better establish and manage a single, permanent identity for each person. This unique identity enables a person to access all of the appropriate online resources centrally hosted by the University.
Middleware is considered to be software glue that enables disparate administrative applications, such as Banner and PeopleSoft, to work together. 51²è¹ÝIMS is middleware. It provides 51²è¹Ý the ability to automatically enable and disable access to online resources, such as email, Laulima, eCafe, lab computers, and administrative and student online resources, such as My51²è¹Ý.
One of the early accomplishments of 51²è¹ÝIMS was to establish the 51²è¹Ý Number as a replacement for the Social Security Number (SSN) in order to better protect our community members from identity theft; it is no longer appropriate to use the SSN as a unique identifier. The 51²è¹Ý Number has been called "employee ID number" and "student ID number". Whether a person is a student, faculty, staff, affiliate, ohana, retiree, or some combination of these, a person's 51²è¹Ý Number remains the same. Closely associated with the 51²è¹Ý Number is a 51²è¹Ý Username. The 51²è¹Ý Username is used to establish your email address, and, along with a unique password of your choice, it will be your key to using the University's online resources.
As a member of the 51²è¹Ý community, one sometimes traverses many roles (student, faculty, staff, affiliate, retiree, ohana) and, at times, is in multiple roles at once. 51²è¹ÝIMS tracks a person's roles to help ensure that each person has access to the appropriate online resources and services. Additionally, 51²è¹ÝIMS provides each person with email updates of role changes that might impact one's access to services, listing in the 51²è¹Ý Online Directory, etc.
51²è¹ÝIMS implements the following policies as of 2023:
- Students, Faculty, Staff, Retirees and Emeriti, by default, have access to basic online services (see Resources below for links to more information).
- Retirees and Emeriti retain basic online services by subscription; they will receive annual email messages reminding them to confirm renewal for another year.
- Students and pre-students who do not register for classes, and Faculty and Staff that leave employment at 51²è¹Ý (retiring is not quite the same thing) automatically transition to a 51²è¹ÝIMS role of 'Ohana and, by default, are granted a 180-day grace period during which continued access to email and other basic online services is provided. During the grace period, the option to enroll in our 'Ohana online services is provided. See Resources below for more information on Online Services for 'Ohana.
- The option to enroll in our 'Ohana online services is available to users prior to losing their active affiliation and during their grace period. Enrollment is retained by annual renewal; reminders to renew will be sent by email.
- The grace period is provided so that data, files, etc. can be archived by the owner and relocated (see Resources below for a link to instructions on saving mail and webpage data to your computer). At the end of the grace period for ohana, all files are deleted from 51²è¹Ý servers, which includes personal webpages. Enrollment in our 'Ohana online services will preserve access to the 51²è¹Ý email account and all mail data stored there.
- For 'Ohana that do not renew their annual enrollment in our 'Ohana online services, all Google@51²è¹Ý data (including emails stored in Gmail, documents stored in Drive, calendar and contact data, etc.) is removed and access to log in with their 51²è¹Ý Username and password is revoked.
- Beginning on 1/29/2024, 'Ohana users are provided with 7.5 GB of storage quota for their Google@51²è¹Ý account. Users will have the entire length of their grace period (180 days) in order to review their storage usage and download/export/delete emails, files, and photos to bring their usage under their 7.5 GB quota. 'Ohana users who exceed their quota may have their 51²è¹Ý Usernames disabled. This will result in the loss of access to associated services and the loss of all data stored within their Google@51²è¹Ý account (including emails stored in Gmail, documents stored in Drive, calendar and contact data, etc.). See Resources below for more information on 'Ohana Google@51²è¹Ý storage limitations and quotas.
- For retirees that do not renew their annual subscription for 51²è¹Ý basic online services, all Google@51²è¹Ý data (including emails stored in Gmail, documents stored in Drive, calendar and contact data, etc.) is removed, including personal webpages.
- For emeriti that do not renew their annual subscription upon expiration, all Google@51²è¹Ý data (including emails stored in Gmail, documents stored in Drive, calendar and contact data, etc.) is removed, including personal webpages. Exclusive to Emeriti, there is an option to request that personal webpages continue to be preserved for as long as possible for the benefit of the larger academic community. While ITS makes no promises, the content will be left intact and accessible for as long as possible. The department of the faculty member continues to have the option to request that the pages be taken down.
Resources
Your 51²è¹Ý Username: /askus/719
51²è¹Ý Online Directory: /dir
The 51²è¹Ý Online Directory and Students: /askus/928
Online resources for Faculty and Staff: /its/facultystaff.html
Online resources for Students: /its/students.html
Online Services for 'Ohana: /askus/932
Enrolling in 'Ohana online services: /askus/1137
'Ohana Google@51²è¹Ý Storage Policy and Quotas: /askus/1891
Saving Email and Personal Webpages (Mac OS X): /askus/977
Saving Email and Personal Webpages (Windows): /askus/978
ITS Help Desk: /its/help-desk