Pool Account FAQ
What is a Pool Account?
There are two people involved with most pool accounts:
- Guardian: a UNH status employee who owns and controls the Pool Account.
- User: a specific person to whom the Pool Account is assigned. This person is usually an hourly or temporary student employee.
An exception is Unified Messaging Group Voicemail Accounts, where one person acts as both the Guardian and the User.
Default expiration is set to the end of the fiscal year, unless otherwise noted, but no longer than one year.
Over time, the account can rotate to several different persons but never more than one person at a time. Upon notification by the Guardian that the user of the account has left their position, IT Accounts Administrators will disable the account. As directed by the Guardian, reassignment and activation of the account will occur again when a new user of the account needs to be assigned.
The user of the pool account is responsible for the appropriate use of the account. Appropriate use includes maintaining the security of the account password and not sharing the account or password with others.
The Guardian of the account will supervise the use of this account, ensure that it is used in an appropriate manner and work with the IT Account Administrators to maintain the records related to the user of the pool account.
Common Uses for Pool Accounts
- Work Study Access – A pool account can be created and reassigned to different users over time for departments with positions requiring extensive access to IT resources but have a high employee turnover rate.
- Course Specific Accounts – If, for technical reasons, an additional account is required to teach a course, a pool account can be created and assigned to the appropriate instructor each semester.
How Do I Request or Modify a Pool Account?
Pool Accounts can be requested and modified through the Accounts Management System. (Note: Do Not Use Internet Explorer). To request a Pool Account, click "ADD" and select the "Request a Pool, Secondary, or Service Account" link and complete the form. To modify, deactivate, reactivate, or reassign a Pool account, or to change the guardian of a pool account, use the "EDIT" function and select "IT Account Modification Form".
What is a Pool account "Guardian"?
A Pool account Guardian is a status employee who oversees and supervises both the Pool account and the User of the Pool account. The Guardian is responsible for:
- Ensuring that the current user is trained to use this account
- Ensuring that the current user is knowledgeable of and follows the AUP
- Notifying the IT Account Administrators when the account is not in use so that it is disabled in a timely manner
- Working with the IT Account Administrators to transfer the account to a new user
- Requesting any changes related to this account
The Guardian does not know the password to this account. Passwords are considered secure information and should only be known to the user of the account.
What is a Pool account "User" and how is this different from a Guardian?
The User of the account is normally an hourly or work-study employee who fill a position with frequent turn over. The User of the account uses the account for normal day to day job related duties, and is responsible for the appropriate use of the account; this includes not sharing the password.
How do I reassign a Pool account?
You can reassign a pool account to another employee through the Accounts Management System. (Note: Do Not Use Internet Explorer).
I no longer need my pool account, how do I terminate it?
If you or your department no longer require a pool account you can request it be deactivated through the Accounts Management System. (Note: Do Not Use Internet Explorer).
Do Pool accounts expire?
Yes, all Pool account will expire at the end of each fiscal year (unless another date is specified). Frequently, these accounts are set to expire at the end of the current semester. The Guardian of the pool account will receive notification prior to the expiration date along with instructions for renewing the account.
Why would I use a Pool account?
If your department has positions which require extensive IT resources but have a high turnover rate, then Pool accounts might help to maintain productivity when transitioning between employees.
What happens if the Pool account Guardian or Pool account User leaves the University?
Only active status employees can act as the Guardian of a Pool account. If a Pool account Guardian leaves the University the IT Account Administrators will contact the employee's supervisor to determine who should replace the employee as the Pool account Guardian. If a Pool account User leaves the University the IT Account Administrators will disable the Pool account and notify the Pool account Guardian.