Overview
A "Departmental account" is a computing account that can be used by multiple people OR a computing account which needs different access privileges than a personal UC Davis computing account.
Please also see Managing a Departmental Account and Departmental Computing Account FAQ for more information about these accounts.
Questions:
- How can I request a departmental account?
- What is needed for loginIDs and mail IDs for departmental accounts?
- Does a departmental account have access to DUO?
- Can students create or own a departmental account?
- Can we have multiple departmental accounts?
- Can a departmental account be owned by more than one person (in case one of them leaves)?
- What are the limitations on the name for a departmental account?
- Can I use a departmental account as my primary email address?
Answers:
How can I request a departmental account?
Eligible users can use the service request form for requesting a departmental computing accounts.
What is needed for login IDs and mail IDs for departmental accounts?
Login IDs and Mail IDs cannot be reused from prior individual's accounts. As of 2023 when login IDs and mail IDs expire, those objects are no longer placed back for reuse.
Login IDs must be between 2 and 14 characters.There are restrictions to the login IDs that are for security purposes. Some login ID requests will not be allowable so please look for communication from the Service Desk for selecting a new login ID.
Admin accounts are allowed a dash a special character.
Mail IDs are the prefix to @ucdavis.edu. Structure requirements around those include but may not be limited to:
• No numbers. Exceptions are made for rooms numbers for reservation accounts. Please put the requested Mail ID in the request form comments. Form will be updated on 4/28/25.
• The special characters [period] and [hyphen] are allowed for departmental accounts. NOTE: These are NOT allowed for individual mail IDs.
• No other special characters such as @#$%&*+
• The mail ID cannot be longer than 24 characters
• Departmental addresses are to be used for official campus business only, and are not to be used in place of a personal address.
Does a departmental account have access to DUO?
Yes. Departmental Accounts must have DUO. To add DUO to a departmental account, follow the instructions in KB0011882 to add a DUO permit to the account.
- If you are active in TSP, you can see more information on recommendations here as well: https://kb.ucdavis.edu/?id=09620
- If you would like to request an exception, see Cyber-Safety Exceptions.
- If you transfer a departmental account, DUO is retained on the account but devices are removed for the new owner to add their device.
- The departmental local IT staff can provide a temporary bypass code to assist the new owner with getting a new device set up if Getting Started with Duo does not work.
- Please note step 3 on Enroll a Smartphone in Duo if you attempt to enroll a smartphone and get an error message.
Can students create or own a departmental account?
Students cannot request a departmental account.
Students who are staff for certain departments may have access to a departmental account based on employment and sponsorship by an IT Director however they cannot be the owner of the account except for an admin account. Please consult with your departmental IT for accounts that do not fall under this need. They will need to be owned and managed by department staff.
Use this form for the account for the admin account: Student Departmental computing account
Joint Responsibilities of Departmental Computing Account Holders and Department Requestors:
- Use and maintenance
- Point of contact for any issues
- Cancel this account upon leaving the department or when work is complete.
Can we have multiple departmental accounts?
Absolutely. If you simply wish to have a number of email addresses point to a common inbox and want that inbox separate from a user's personal inbox, you may wish to consider a single departmental account with a number of departmental MailIDs.
Can a departmental account be owned by more than one person (in case one of them leaves)?
Since the accounts are tied to personal records, only a single individual can own the account. If the individual leaves, you will need to transfer the account to keep it active.
What are the limitations on the name for the departmental account?
Departmental accounts have a MailID, which is the email address (the portion before @ucdavis.edu) and a LoginID which is the username used to log into an email client, if requested, which checks the Inbox.
The LoginID must be 2-8 characters unless it is an admin-loginID or call center log in ID which allows for 14
The MailID must be 32 characters or less.
Can I use a departmental account as my primary log in or email address?
No. Personal use is not allowed, incidental or otherwise, unlike the personal email account that you create when you join the University. They may also not be used as a secondary personal/individual account.
If you are the primary contact for a service, consider using a mailing list or departmental MailID.
If you need an admin account, please work with your local IT for assistance.