For purposes of the document, the UCLA community is defined as persons in the UCLA payroll database or students in the registrar or graduate division databases.
Authorizing non-UCLA community persons, as summarized in the table below, to full BOL services creates a conflict between the good intentions of the campus to extend privileges to persons outside the UCLA community and the contractual obligations of the Library for licensed digital content hosted on their servers and connecting to the campus network. The problem arises when requests are made by the UCLA community to give non-UCLA community persons full BOL services that includes remote access (dial-in, proxy, and VPN access 1 ). Remote access allows users to authenticate to the UCLA network as if they were on campus. Because there is no oncampus restriction to access licensed digital content, the library assumes that anyone accessing the network through VPN, proxy or dial-in is legitimate. Access by non-UCLA community persons is explicitly prohibited by contractual obligations between the Library and the content providers. Therefore it has been the practice to TRY to limit BOL accounts to only the UCLA community.
It is generally assumed that non-UCLA community persons requesting an email account rarely do so just to get access to email services (given the availability of free and low cost email accounts by private providers). Rather, it is for an array of services provided through BOL, most specifically access to the library digital content 2 . To receive access to the library digital content, one must be part of the UCLA community, as evidenced by being in a student or payroll database and being afforded other ULCA services. The burden of saying “no” has fallen to the
BOL Support Desk and the Library. There is need for clear policy endorsement regarding the extension of official
UCLA community status to categories of persons and/or technical or eligibility rules changes as described below:

By end of calendar year and assuming no change in priorities, BOL will be able to differentiate services by client type. If non-UCLA community person wants an email account without remote services, BOL will have the management tools to comply with that request (however, anecdotal information suggests that this is rare).

A duplicate VPN, proxy and dial-in environment could be developed to handle remote access for the non-
UCLA community and would restrict access to licensed library content. However, it is unclear that this investment is warranted, given that most people want to have remote access to licensed library content.
There are circumstances where other non-licensed services, offered by other campus units, would need to be made available to the non-UCLA community through remote access. Again, this may be rare and would not warrant the investment. Any technical solutions that require further investment should be studied carefully to ensure that the right problem/solution is addressed.

An eligibility solution would require careful consideration for extending UCLA community status and the consequent privileges and services to specified categories of persons. As example, adjunct faculty are in the payroll system as non-salaried employees. Because they are afforded other campus privileges, they also have full BOL services. In other words to change the eligibility requirements within the official databases (payroll and registrar databases or eventually through the Enterprise Directory) solely for the purpose of providing access to licensed digital content would not be in the letter or spirit of the Library’s contractual obligations. Extending eligibility requires the extension of other UCLA privileges and services.

Student eligibility changes would require further investigation with the Registrar and the Graduate offices.
1 Dial-in, proxy, and VPN access are means of accessing and authenticating to the UCLA network through a modem or by direct high bandwidth connection from a remote, non-campus location. A person remotely accessing the UCLA network through these services appears no different, for discussion purposes, as someone who is literally on campus.
2 Any individual – whether part of the UCLA community or not – can access all services while on campus, without violating the Library’s contractual obligations.

The following table gives recommendations on categories of persons that are frequently recommended for access to full BOL services. Before longer-term strategy, if appropriate, can be implemented OIT is recommending ITPB endorsement of the extension or restriction of services as represented below .
Issue
Special Cases
Should spouses of deceased emeriti faculty be given full BOL services? It is assumed that they use the email account for remote access (rather than on-campus).
UCLA affiliates
Should department affiliates, individuals providing current value to
UCLA but are NOT in the payroll or registrar systems and have no UID, be eligible for full BOL services?
Notes/Exceptions

This was an exception made for certain spouses who used the emeriti account after their spouse had died.
This practice is in direct conflict with the BOL service agreements and the new 401 policy for minimum connectivity standards.
Includes 3

Non-payroll researchers

Volunteers

Donors

Spouses of deceased faculty emeriti
Does NOT include

Visiting scholars as defined by the
Graduate Division.

HHMI staff per Geffen SOM
“occupancy agreement”.

Lecturers not yet in the payroll system
Recommendation

Grandfather those already given permission (< 10).

Going forward, no one should assume the email identity of a deceased spouse.

They should be considered UCLA affiliates.

Not at this time and until eligibility rules have been worked through.

Should be given email account or email address forwarding without VPN, proxy, or dial-up services.
Non-degreed graduate students
Should non-degreed graduate students who are no longer enrolled and have exhausted their official leave of absence period, be eligible for BOL services?

Some units have asked that graduate students, having exhausted their leave, to maintain full BOL services.
Some of these students do maintain their relationship with their department and do continue their progress towards degree.

Unclear. In many cases the graduates are continuing their advancement. The policies of units should conform to the policies of the graduate division. These students are no longer in the registrar database.

Currently exceptions are made on a case-by-case basis by written request of the department chair or dean and through a manual process.
Non-degreed undergraduate students
Should non-degreed undergraduate students who are no longer enrolled be eligible for BOL services?
UCLA Retirees
Should UCLA retirees have BOL services?
Does NOT include:

Faculty Emeriti (have full services)
Past UCLA employees (non retired)
Includes
No.

Not at this time and until eligibility changes and processes have been addressed.

Should be given email account or email address forwarding without VPN, proxy, or dial-up services.
No.
3 Examples include - Friends of Archaeology, SOM clinical professors w/dual USC-UCLA appointments, departmental donors, external employees/consultants, personal assistants, students in joint programs between different universities, but not in the UCLA Registrar database, employees of UCLA affiliated institutions (Harbor, Olive View, Cedars Sinai, etc.).


Former UCLA Faculty & staff