Who can have a Webex account?
According to the Office of Information Technology guidelines, only the following classes of people are eligible to have Webex accounts:
- Current employees of Rutgers University
- Current students
- Professor Emeritus
- Guests: individuals who are conducting University business and are directly associated with the University, but are not officially on the University’s payroll. For example, visiting professors/scholars, members of auxiliary groups, and others who are working on University business or affiliated with the University.
The following groups of people are not automatically eligible to Webex accounts:
- Former employees (including teaching/graduate assistants who may still be students but are not actively working for Rutgers)
- Employees of other organizations who are performing work at Rutgers
Any of the above may be eligible for a guest account if a department or division of Rutgers is willing to sponsor them. Please see the Guest Account page for further information.
Recently re-hired employees who have not yet been added to the RIAS payroll system, and thereby given a Faculty or Staff role, may have their department’s payroll person use the Emergency NetID form to request an early role.
How can I keep my Webex account?
We determine which accounts should be closed by comparing Webex usernames with the active roles (e.g., Faculty, or Staff) of usernames listed in the University’s Open Registry (OR) service, which is used as the basis for the Rutgers Online Directory. The OR may have some information which needs to be corrected.
If you have received an account closure notice, and you believe that this is in error please find the group you belong to in the appropriate subsection below (Current Employees, Guests, Students, Others) and follow the instructions there.
You may not be listed in the OR as a current employee. To check this, go to the Search for People tool. Put your last name and first initial in the appropriate boxes, and click on the “Search” button. If you get more than one name with that first initial, click on your name. If your name does not appear, contact your department’s Human Resources person.
When your entry appears, review the information there. If it is incorrect, contact your department’s Human Resources person.
If your information is correct, or when your department’s Human Resources person has corrected your record, write to email@example.com and inform us, so that we may remove your name from the list of accounts to be closed.
If you are affiliated with Rutgers but not actually employed full-time by Rutgers, you may request a guest account. Have a sponsor at the department you are working with go to the Guest Account site, and submit a request for you, which will be sent to our Accounts Office for processing.
Every year, you must renew your guest account. You will be notified when the time to renew your account arrives (30 days prior to the expiration of the account).
You may not be listed in the OR as a current student. To check this, go to the Search for People tool. Put your last name and first initial in the appropriate boxes, and click on the “Search” button. If you get more than one name with that first initial, click on your name. If your name does not appear, contact the Office of the University Registrar.
When your entry appears, review the information there. If it is incorrect, contact the Office of the University Registrar.
If your information is correct, or when the University Registrar has corrected your record, write to firstname.lastname@example.org and inform us, so that we may remove your name from the list of accounts to be closed.
If you do not fit into any of the above categories, you may want to try contacting a department at Rutgers related to the work you do and ask if they would be willing to sponsor a Guest account for you.
We have no mechanism for people no longer associated with Rutgers to pay a fee and thus keep their accounts. These people should be able to pay for a full account on any number of video conference providers from various web services. Rutgers cannot recommend one such group over another.
What is the typical account audit timeline?
Once an account is found to be ineligible for Webex:
- On day one, i.e., same day found to be ineligible: The account is sent an email notification.
- On day seven, i.e., approximately one week later: The account is locked out of Webex.
- On day thirty-five, i.e., approximately 5 weeks later: The account is deleted from Webex.
Note: If the account is found to be eligible for Webex at any time prior to deletion, the account will exit the audit.
What should I do before the account is closed?
If you will be losing your Webex account, you may want to take some of the following steps.
- Contact the IT staff in your department to determine the correct protocol for the data (recordings, upcoming meetings) in your account. Departments that handle PHI or other sensitive data may have procedures put in place for security.
- You will lose access to your Webex recordings once your account is deleted, so you will want to save them to another location. Please contact your local IT staff to assist with this process.
What happens after the account is closed?
After your account is closed, you will lose access to your Webex account.
Approximately 4 weeks after your account is closed, your Webex account will be deleted.
When an account is deleted you will no longer be able to access Webex services