Account Request Frequently Asked Questions
Q1: Who should complete the account request form?
A: Account requests should be completed by the user's supervisor.
Q2: When should I fill out an account request form?
A: You should fill out an account request anytime you have a new employee getting ready to start work, or an employee who is leaving (or has left) the University. You should also complete an account request when you have an employee whose job functions are changing and access to network resources needs to be changed to accommodate the employees new job tasks.
Q3: What information do I need to complete the account request form?
A: You should have the user's BroncoWeb username, Employee ID number, and specific information about the access you are requesting, which may include an equivalent user.
Q4: What is a Novell account?
A: A Novell account allows users to log in to the network and access resources such as printers, drive shares, BroncoWeb, and GroupWise.
Q5: What account do I request for a GroupWise email account?
A: If you would like a GroupWise email account, make sure to check the box next to 'GroupWise (Email).' The email account will be your username@boisestate.edu.
Q6: What are Active Directory accounts used for?
A: Active Directory accounts are used for specific program access. Some examples include, Web Site editing, PowerPark Software users, and PeopleSoft client software users. Most people in the following departments require an Active Directory account: Parking Services, Human Resources, and the Controller's Office.
Q7: What is the difference between a GroupWise Resource account and an External Entity account?
A: GroupWise Resource objects represent BSU assets that need to be managed within the GroupWise system. Examples of assets would be a room, building, company car, laptop, shared calendars, and/or other physical objects. GroupWise Resources should not be used for sending and receiving email messages. GroupWise Resources should not be “generic” in nature.
GroupWise External Entities should be created for BSU organizations or positions that need to communicate internally or externally via Email. “generic” accounts fall under this category. Examples would be helpdesk@boisestate.edu, printing@boisestate.edu, etc.
Q8: What is the difference between a PeopleSoft BackOffice account and a PeopleSoft Finance account?
A: PeopleSoft BackOffice is also called the Student System or HRLS. User accounts in this system begin with '8' for employees, '4' for student employees, and '7' for affiliate accounts. This account is used for accessing advanced tools to monitor, update, or process employee or student information.
PeopleSoft Finance is often called F-WEB or F-PRD and is accessible using your regular Novell/ BroncoWeb username and password, however, access must be requested separately from a Novell account. This account is used to monitor, update, process, and track budgetary information for your department, college or the university.
Q9: Who/ What is a Data Steward?
A: A Data Steward is an experienced PeopleSoft user who has special authority to approve user access rights. Data Stewards can usually answer navigation questions and how-to questions for other PeopleSoft users.
Q10: What is a network drive?
A: A network drive is simply assigning a letter, which acts as a shortcut, to a folder that resides on a server.
Q11: How can I find the full path or name of my x drive?
A: When requesting access to a specific drive letter, please include the complete path mapping. To obtain this information, double click on 'My Computer', locate the Drive letter and note the text next to the letter (Ex. Public on 'Midas\Sys' (X:))
Q12: How will I know when my account request is complete?
A: After an account request is processed, the requesting supervisor or network administrator will be notified by a member of the Computing Services, usually via email.
Q13: Once my request is processed, is there anything else I need to do to ensure my new employee will be able to login to his/her computer?
A: Once your request is processed, have your new employee set their password by clicking the 'Set My New Password/ I Forgot My Password' link on the BroncoWeb main web page. After their password is set, have them login to their computer. Have the user contact the Help Desk if they experience any trouble logging in.
Q14: How can I expedite my new account request?
A: To ensure your request is processed in a timely manner, please make sure you have returned all required paperwork to Human Resources (including I-9 forms) and have obtained all necessary signatures (Supervisor and Data Stewards) before submitting the form to the Help Desk.
Q15: How do I find out what Data Steward to fax my completed form to?
A: Depending on the PeopleSoft account roles you are requesting, you may need to obtain signatures from 1 or more data stewards. Use this chart to determine who should be faxed based on the two letters in front of the role name. Note: The Help Desk will obtain these signatures for you, please remember that it often takes several days to gather all required signatures.
Q16: How do I identify the employee that has equivalent permissions for my account request?
A: It is important that the hiring supervisor complete the account request form so an equivalent employee can be identified. This would be another employee with the same CURRENT job responsibilities. If there is no equivalent employee, you can pick from a list of accounts. You can also include job responsibility information to ensure the correct access is given.
Q17: Do you need all signatures on the form before you can process it?
A: Preferably yes. If the account request form is completed and submitted to the Help Desk with all required signatures, it will greatly reduce the amount of time it takes to process your request.
Q18: Is this the form to use to request a Boise State web site?
A: If the web site already exists, you can use this form to have a login created by requesting an Active Directory (AD account). Make sure to specify your URL (web address, such as helpdesk.boisestate.edu) in the description field. If you do not yet have a web page created, you will need to request that also by using the PDF form available on the account request main page (http://oit.boisestate.edu/accountrequest/). Make sure you have confirmed an appropriate URL with your department.
Q19: Is this the form to use to get a web editor account?
A: Yes. If the web site already exists, you can use this form to have a login created by requesting an Active Directory (AD account). Make sure to specify your URL (web address, such as helpdesk.boisestate.edu) in the description field.
Q20: Is the form submitted to the Help Desk automatically?
A: No. This is not an electronic form. It must be printed so the appropriate signatures can be obtained. Please fax completed forms to the Help Desk at 426-4232.
Q21: When do I print the form?
A: The last page of the account request is all that should be printed. You will have a chance to review your selections before printing. After printing the document, obtain the appropriate signatures (including the user, Supervisor, and Data Steward(s)) then fax the completed copy to the Help Desk at 426-4232.
Q22: Where do I send the form after I have completed it and printed it out?
A: After printing the document, obtain the appropriate signatures (including the user, Supervisor, and Data Steward(s)) then fax the completed copy to the Help Desk at 426-4232. If you are unsure what Data Steward(s) to route your request to, review this chart.
A username is created from the user's preferred name which is specified on the hiring paperwork. Generally the employee's username is a combination of the user's first and last name. If you would prefer a different username, you must update your preferred name in BroncoWeb and then submit an account change request.
Q24: What are the consequences of changing my username?
A: If you would like to have your username changed, you should be aware of some consequences. If you have a BroncoMail or GroupWise email account your saved messages, contacts, etc. will remain intact but any emails sent to your original email address will be returned to the sender as undeliverable. You will have sole responsibility of notifying your contacts of your new email address.
If you are a faculty member that uses the Blackboard system, you will also need to manually update your Blackboard user profile to include your new email address. In addition, if you are subscribed to any BSU listservs (mailing lists), you must unsubscribe with your original email address before your username change occurs, and then re-subscribe with your new email address after the change. Listserv subscription information can be found on our Listserv page.
Of course, the OIT Help Desk is available for any questions you may have about the Account Request process. We're open 8:00 am - 5:00 pm Monday - Friday, and you can reach us at 426-4357, or via e-mail at helpdesk@boisestate.edu
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