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UiBtilgang

Common access control for IT services was introduced at UiB 2 April

The central system that gives employees, students and guests access to various systems and services was replaced 2 April 2022. Read more about what consequences this will have for you.

Main content

Until now, SEBRA has been the central system for user administration. This has been replaced by a new system for user administration and access control, UiBtilgang.

This involves some new routines for creating user accounts, which are now becoming more automatic. New employees and new students no longer need to apply for a user account, nor is there any manual approval of new accounts for employees and students.

UiBtilgang must be used when applying for access to a system.

What does this change imply for you as  

Employee

The transition to a new system does not imply major changes to you as an employee. But to e.g. change your password, you must use the new system UiBtilgang.

UiBtilgang also controls access to a number of other systems, so when an employee e.g. needs access to FS or UiBhjelp as an operator, she applies for this in UiB access.

For new employees who are opening a user account for the first time, the procedure is simpler than before: When employees are registered in SAP, a user account will be created automatically. The new employee is notified of this and must activate the account.

See user manuals for:

Student

The transition to a new system does not imply major changes to you as a student. But to e.g. change your password, you must use the new system UiBtilgang.

For new students who are opening a user account for the first time, the procedure is simpler than before: When students are registered in FS, a user account will be created automatically. The student must activate the account.

See user manuals for:

PhD candidate

In the new access management system your user account is automatically managed by your affiliation with the University. You can have one or more connections to the University.

If you are employed and registered in SAP, you have an employee affiliation up to and including the last working day. If you have student status (including PhD) and active study rights in FS, you have a student affiliation until the study right expires. You can extend this connection yourself by 6 months in tilgang.uib.no

If you do not have any of the above, you must register and be associated as a guest at the University. Staff approvers at your organizational unit can do this. They also control any extension. This is done in the Guest Service.

Here you will find user guides for registering and updating guests in the Guest Service.

Staff approver can check if you still have student status. If not, you will be registered and extended in the Guest Service, and your user account will be extended.

Guest 

The transition to a new system does not imply major changes to you as user of a guest user account. But to e.g. change your password, you must use the new system UiBtilgang.

A distinction is made between long-term and short-term guests.

  • Long-term guests are emeriti, consultants and guest researchers. Long-term guests must be registered in a separate system, GREG. Managers can register guests, and the right to register guests can also be delegated to other employees. The guest must confirm the registration and activate the account.

    See user manuals for:

    How to register long-term guests

 

Emeriti

Your user account will be terminated the day after your employment ends. The end date is registered in the payroll system SAP. You will receive an advance notification that your user account will be closed.

Six months after the user account is closed, the stored data is deleted. Your Microsoft 365 account will be closed 30 days after the UiB user account is closed.

If you still have an active relationship to UiB, and need to keep the user account, this must be approved by your immediate manager. You must then register as a "long-term guest". Your employee account is first closed and you must then appoint with your manager that you are invited as a "long-term guest".

Manager

Automatic creation of user accounts

From 2 April, newly created user accounts will not be approved, as these are created automatically. Immediately (at the start date) after a person is registered in the payroll and personnel system SAP, Felles studentsystem (FS) or the Guest servcie, the user account will be created. The user will receive an e-mail asking them to activate their user account. This process is carried out by the user him/herself.

Guest accounts

As a manager (staff approver), you are responsible for creating user accounts for guests in the Guest Service (long-term guests) or in UiBtilgang (short-term guests). This task can be delegated to others who are given the role of host to register guests.

Approve extended accesses, a managerial responsibility

If any of your employees need extended access in UiBhjelp, FS or Inspera, they must request this in UiBtilgang themselves. As a staff approver, you will receive a notification of the request by e-mail. In the e-mail, there is a link that sends you directly to UiBtilgang. In UiBtilgang, you can either approve or reject the request for entitlements. As a staff approver, you can also request on behalf of the employee.

Information for personnel managers 6.5.

This overview of some known problems was sent in an e-mail to the approvers on May 6, 2022:

  1. Only SAP personnel managers can approve and delegate guest administration and extended access
    • There is a stated need for further delegation, and this has been required frm the supplier.
  2. Personnel managers and employees with delegated authority report that they have less insight into user information than before
    • Efforts are being made to improve this, and updated views will be made available for personnel managers and employees with delegated authority.
  3. Some users have experienced changed access, due to changed business rules
    • This is a feature, because the rules have been changed and tightened from previously. The rules will be evaluated.
  4. User support has been demanding due to the complexity of the new system
    • The service desk has received support from the project, in addition to the appointment of an expert resource.
  5. Users have received alerts and emails they do not understand
    • Alerts and email texts are reviewed and improved continuously, with the aim of being clearer to users.
  6. There are still issues with functionality for creating short-term guest accounts
    • We are working to solve this, and in the meantime the Guest Service, www.gjest.uib.no, can be used.
  7. Some have experienced getting dual user accounts
    • The main rule is that you can continue to use the "old" user account (the new one will be deleted). If the "old" user account was created after March 1, 2022, the rule is that the "new" user account must be used (the "old" one will be deleted).

See user manuals for:

Former approver (in SEBRA)

In the previous system for user administration, SEBRA, some employees had responsibility for approving and managing user accounts at their department. With UiBtilgang, creating new accounts is more automated, and the approver role thus is no longer required.

Managers are responsible for creating user accounts for guests in the Guest Service or in UiBtilgang. This task can be delegated to others who are authorized to register guests.

See also Information for personnel managers 6.5. above and Host in the Guest Service below.

Host in the Guest Service

The manager (personnel approver) is responsible for creating user accounts for guests in the Guest Service (long-term guests). This task can be delegated to others who are given the role of host to register guests.

See also user manuals for:

Content creator for UiB's web pages

The introduction of a new identity and access management system does not imply major changes to you as a content creator on uib.no. You will still maintain the same accesses as before.

There will, however, be a change in who is entitled to grant access to new areas. Previously this was done by the local SEBRA approver. From now on it will be your local web contact. New content producers should also be requested from local wec contact with this form.

NB! Please remember that averyone who shall write or edit in W3 must complete the course before they are given access.

If you experience problems accessing UiB's web editor after the introduction of UiBtilgang, please contact user support through UiBhjelp.

Status and remaining issues:

  • There are problems registering short term guest accounts. This will be resolved. In the mean time please create a long term guest account instead and set a shorter duration (end date).
  • Some users have experienced duplicate accounts, this is being fixed.
  • Some users do not have access to the home directory and email, and this should be fixed. Please contact us if you experience such problems.
  • Errors and omissions in source data are corrected continuously.