University of Florida Identity Management (IdM) Standards
Identity Requirements
The general oversight of IdM efforts and policy making recommendations rests with the ITAC-DI Committee in service to the UF CIO Office.
UF maintains an enterprise wide Identity Management (IdM) system. It provides a unique identifier known as a UFID to individuals entered into the IdM system. In order to be assigned a usable identity certain data requirements must be met. These requirements depend on the individual’s affiliation with the university. A correctly operating IdM system requires complete and accurate information to be managed in the single authentic source for the individuals contained and served by the system.
Definition of Identity Level of Assurance:
Level of Assurance 1 (LOA1 or Weak Identity): The individual may self identify to UF. Identity Owner must provide: 1) name; 2) date of birth or Social Security Number (SSID); and, 3) Email address, Phone, or address.
Level of Assurance 2 (LOA2 or Strong Identity): An IdM Coordinator or IdM Manager is responsible for assuring complete and accurate identity information is present for the Identity Owner. The individual may not self-identify themselves to the UF. A legal name, date of birth, SSID, e-mail address, phone and mailing address are all required.
Some foreign nationals may substitute credentials, if they do not have an assigned SSID value.
Additional Requirements Based on UF Affiliation:
- Student:
- Local (current) Phone, Local (current) Mailing Address, Local (current) Street Address, Permanent Mailing Address, Emergency Contact Information
- Faculty, Staff and Employees:
- UF Work Mailing Address, UF Work Phone, Local Mailing Address, Permanent Mailing Address,
Optional but encouraged information: UF Work Cell Phone, Emergency Contact Information, Local Home Phone
- UF Work Mailing Address, UF Work Phone, Local Mailing Address, Permanent Mailing Address,
- Other LOA 2 affiliations:
- Optional but encouraged information: UF Work Mailing Address, UF Work Phone, UF Work Cell Phone, Local Mailing Address, Permanent Mailing Address, Emergency Contact Information, Local Home Phone
IdM Training
An education program must exist to describe procedures and orient the campus community about the purpose and issues involved in IdM. This should include awareness of UF Privacy statement and related restricted data usage training requirements. The training may require annual certification and should follow training recommendation as specified in UF IT Standards for Data Use Limitations of UF Personally Identifiable Information.
IdM Roles and Responsibilities
Identity management at the University of Florida involves the efforts of many individuals.
Identity Owner - individuals associated with the University who have UFID numbers and are responsible for maintaining or supplying IdM workers with contact data for the IdM database.
- Maintain complete and accurate Information using self-service technology.
- Provide information to IdM Coordinators as requested.
- Work with any/all UF staff with IdM management responsibilities to assure complete and accurate content is in place their identity record.
Several roles with specific responsibilities are required for effective IdM processes at UF. IdM workers include:
University IdM Administrator - Extremely limited number of individuals afforded maximum information access and data management capabilities in the UF Directory.
- The central “Core” user for the University’s ID management systems.
- Serve as custodian and focal point for all issues and ongoing development of IdM.
- Resolve Identity issues and problems with IdM Managers.
- Assist all users with IdM problems and issues to find a resolution.
- Work to improve data quality in the Identity database.
- Develop or work to assure on-going training programs are delivered.
- Administer Security and access approval for other IdM management roles.
- Improve and enhance IdM procedures, applications and knowledge at UF.
IdM Manager - Limited numbers of individuals serving in UF’s core (authoritative) offices who have enhanced capabilities for managing UF Directory data.
- Assure accurate and effective operation of any automated interfaces moving data to or from the IdM database.
- Troubleshoot any issues and work to resolve incorrect data caused by, or correctable by automated interfaces.
- Validate data involved in processes responsible for sending IdM data to the IdM database.
- Assist units with issues and concerns related to IdM data.
- Participate in identity resolution procedures in a timely and accurate manner.
- Assist the University IdM Administrator with data quality and correction initiatives.
Senior Unit Administrator - Dean, Director, Chairperson, or equivalent individual who authorizes individuals to serve as their unit’s IdM Coordinators.
- Appoint IdM Coordinators for their unit.
- Ensure their IdM Coordinators participate in training required for the role.
- Ensure suitable procedures are in place and direct departmental staff to provide the unit’s IdM Coordinator(s) with accurate Identity related information in a timely fashion.
- Is responsible for complete and accurate IdM content individuals (UFID’s) for the unit.
Primary IdM Coordinator - individual listed as the primary contact to coordinate activity at the unit/department level. They help maintain data contained in the UF IdM database with or on behalf of people within a defined scope of authority.
- Assures that everyone associated with the unit as a Level of Assurance 2 (LOA2) identity - including employees of all types as well as manually assigned affiliates, have appropriately complete and accurate IdM information in the UF IdM database.
- Participates in required training.
- Maintains the Privacy of all individual IdM information.
- Serves as primary unit/department contact for referrals from UF Help Desk or other UF areas. This responsibility is not transferable.
- Periodically audits IdM data for the unit for completeness and accuracy according to IdM procedures.
- Responds to issues related to the unit by collaborating with the University IdM Administrator, IdM Managers and other IdM Coordinators.
- Works with Identity Owners affiliated with the unit to assure complete and accurate data is in place for their records.
IdM Coordinator – additional individuals who help maintain data contained in the UF Directory with or on behalf of people within a defined scope of authority. Some units or department may not require additional coordinators.
- Assists the unit’s Primary IdM Coordinator.
- Units may assign specific responsibilities to IdM Coordinators as necessary.
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