The authorized contacts are responsible for the design and content of a department or organization’s web site. The contacts may do the web page creation themselves, or they may contract the creation of the web site out to their employees or a subcontractor. The administrative contacts, however, are the contact between ITS and the department with regards to the web site, and must take an active role in managing the account. Any changes to the site’s password or to the administrative contacts themselves must come from a current contact as listed in the ITS contact database.
We strongly recommend that you always have two contacts listed with ITS. This helps to ensure that when your department needs to change a password or change a contact, a person is available who is authorized to make the change. For security reasons, we cannot make such drastic changes without an authorized contact.
Who can be a contact?
The first authorized contact must be an administrative employee or a faculty member at USD. We strongly recommend that all authorized contacts be at least a permanent employee. Remember that all authorized contacts are fully authorized to request administrative changes to the site, including:
- change or remove any authorized contact;
- delete the site from the system.
You must ensure that your authorized contacts may be trusted with that level of authority over your site.
Our experience is also that student contacts change often and are often unavailable when needed. You are more than welcome to use students and outside contractors to create your site, but we recommend that both of your authorized contacts be USD employees who then delegate access to the students and/or contractors.
However, with that strong recommendation aside, an alternative contact may be a student. You must provide a valid USD MySanDiego account, a full telephone number, and a full address for that person.
New passwords will only be sent to USD employees; student contacts can request password resets, but will not be sent the new password. Likewise, some requests for information will also be emailed to all contacts, but we’ll only attempt to personally contact USD employees.
Changing a Contact
When you wish to change a contact, any of the authorized contacts can e-mail the webmaster from their MySanDiego account. Provide the following information for the new contact(s): full name, USD 7-digit ID, MySanDiego account name, office phone extension, and office location.
When the webmaster receives the request the webmaster will then request confirmation from the MySanDiego addresses of the current contacts for the site. One of the contacts will need to reply affirmatively in order to confirm the change.
Neither Contact is Available
If neither contact is available, the process to change contacts will be more time-consuming. We need to verify that the change is valid, and cannot quickly make changes based on unauthorized requests. The normal process will be to let the webmaster know who the contacts should be and that the current contacts are unavailable. The webmaster will then, (a) send a confirmation message to the current contacts; if they reply affirmatively, the changes will be made immediately; if not, however, the webmaster will independently contact the head of the department or organization which “owns” the web site in question.
The webmaster will determine the current department head using the current USD PDF phonebook. If the phonebook does not list the current department head, the webmaster will move up the organizational tree as listed in the PDF phonebook until a department or area head is found.
This process can be time-consuming, as department heads and area heads are often busy. We strongly recommend that authorized contacts keep each other up to date.
If the contact change is an emergency, you may wish to contact the CIO, who can decide whether or not to direct the webmaster to change the contacts immediately.
When you change an authorized contact, you may also wish to change the password. If the site has a “secret answer”, you will also wish to change that, as knowledge of the secret answer will allow previous contacts to change the password without knowing the current password. You can both change the password and the secret answer at Account Information under “Password Information”.