At the Hamburg site, the respective group administrators are responsible for creating, managing and deregistering DESY accounts. A list of the responsible persons can be found on the following website:

https://it.desy.de/dienste/uco/namespace_supervisorinnen_und__administratorinnen

At the Zeuthen site, the IT helpdesk in Zeuthen (UCO-Zeuthen) takes care of creating, managing and deregistering accounts. Contact information can be found on the following website: https://dv-zeuthen.desy.de/help_uco/

Arrival

If you are new to DESY, your group administration will first create a DESY account for you and provide you with the account name and password that you can use to log in to the central services at DESY.

Afterwards, it is necessary that you reset your password via the password change service (https://passwd.desy.de) or the registry (https://registry.desy.de) within five days. A quick guide to changing your password via the registry can be found on the following web page:

https://it.desy.de/services/registry/passwort_change/

A set password has a validity of half a year. This means that if you set the password for the first time after your arrival, you will be prompted to change it after half a year.

Your account, on the other hand, will be valid for a maximum of three years. This applies to all accounts, including accounts of persons who have received an unlimited employment contract. If, in your case, there is a shorter contract duration or another limitation of the employment relationship, the validity of your account will be limited accordingly to the duration that you are in the employment relationship with DESY. Your group administration can extend the validity of your account before the expiration of the set period.

If you need additional permissions over time to access data or gain access to services, please contact your group administration as well.

Name change

If your name should change, please inform the following departments about the change:

Unfortunately, it is not possible to change the DESY account name for technical reasons.

Group change

It regularly happens that persons change from one DESY group to another. Accordingly, a transfer of the account from one so-called namespace to another is necessary in this context. Namespaces are the technical organizational units in the Registry. This change is currently (10/2022) carried out via the UCO. It is planned that the responsible group administrations will be able to hand over an account or take over an account themselves.

When changing a group, please note that normally all permissions you had in the old group will be removed. In reasonable cases it is no problem to keep them for a transitional period or even longer, provided that the responsible group administrations agree.

In the process of an account transfer, the following things, among others, will change for you as a affected person:

• Under Windows, the group directory of your new group is displayed as N: drive,
  you no longer see the old one
• You will receive new permissions that are required for your work in the new group;
  Old accesses to group-specific systems, as well as authorizations to data, are
  (normally) revoked
   

Please note that you should log out of your computer once after a group change has been carried out and log in again afterwards. A VPN connection must be established for devices in the home office.

Location change (Hamburg / Zeuthen)

DESY-Hamburg and DESY-Zeuthen partly have separate storage systems on site. If your workplace moves from DESY-Hamburg to DESY-Zeuthen or vice versa, it may make sense for your data to change location with you.

Relocating data in this way is optional and not mandatory. One factor to consider when coming to a decision are possible delays (latencies) in data transfer if you are developing or using time-critical applications. Time windows for maintenance can also be relevant, since the systems in Zeuthen and Hamburg are sometimes maintained at different times, each taking into account special location factors.

Should you want your data to be relocated, please send an e-mail with the following information to the central IT helpdesk in Hamburg (uco@desy.de, Tel: 5005):

• Your account name
• From which location to which location you are moving
• The storage systems in which you have stored data
   

Leaving

If you leave DESY, the validity of your personal DESY account will be set to a appropriate expiration date (so-called "Expiry Date") by one of the responsible administrations. From this date on, you will no longer be able to log in to any service with your account.

The data located in storage spaces that are assigned to your account (AFS Home, Windows H-Drive, Mailbox, DESY Sync & Share, etc.) are at first only made invisible. For individual services (currently e.g. DUST) there are still exceptions, so that data is already deleted from the respective storage area at this point. Efforts are currently (10/2022) being made to standardize this behavior for all central storage services - as far as possible and reasonable - so that no data is deleted on the expiration date.

180 days after the Expiry Date is reached, the account is automatically set to status "Archived". From this point on, data located in storage areas of your account will be automatically deleted and irretrievably lost.

Therefore, you should clarify before your leaving which of the data in storage areas of your account will still be relevant for DESY after you have left. These should definitely be moved or copied in advance to storage areas of your group, so that they will remain accessible to your colleagues even after your account has expired. If you need support in this regard, please contact your group administration.

Account transfer

If you have accounts that are of the type "Service" or "Functional", please clarify whether they will still be needed after your leaving. " Service" accounts in particular are used for automated services that may also be of high importance after you have left. Accounts of type "Functional" often host team mailboxes or are used within a team for logging on to certain machines. Therefore, these can also be relevant for DESY after your leaving.

If an account is still needed and shall not expire with your leaving, it has to be clarified which of your colleagues shall take over the account. Your responsible group administration can then transfer the ownership of the account to another person.