Rules for Digital Identity

Approved by Rector’s directive No 70 of 2 May 2016

1. General provisions

1.1 The Rules for Digital Identity (hereinafter TUT Uni-ID) (hereinafter Rules) apply to all the users of the electronic environment (information systems) of Tallinn University of Technology (hereinafter TUT).

1.2 The Rules govern the application for, creation and administration of TUT Uni-ID usernames. The Rules are part of the TUT work procedure rules.

1.3 The Information Technology Services is the administrator of the TUT Uni-ID. The administrator shall ensure integral operation of the TUT Uni-ID.

2. TUT Uni-ID

2.1 A TUT Uni-ID is a personal username used to identify the user and verify his or her identity.

2.2 A TUT Uni-ID is generated:
2.2.1 to persons employed at TUT, based on the personnel information system;
2.2.2 to TUT students, based on the data in the study information system ÕIS;
2.2.3 to persons outside the university on the basis of a written order of the head of a structural unit or a person appointed by him or her for a term of up to one year.

2.3 A TUT Uni-ID is generated based on the user’s personal data in accordance with the algorithm laid down in the Annex.

2.4 A person can have only one TUT Uni-ID username.

2.5 Roles to a TUT Uni-ID are assigned automatically based on the relationship between the person and TUT, except in case of TUT Uni-ID usernames specified in clause 2.2.3.

3. TUT Uni-ID validity

3.1 A Uni-ID username is generated automatically when an entry is made in the personnel or study information system in accordance with clauses 2.2.1 and 2.2.2. A TUT Uni-ID of a person from outside the university is generated when the relevant entry is made in the personnel information system.

3.2 A TUT Uni-ID shall be closed:
3.2.1 one hundred days after termination of the contract on the basis of which the work was performed;
3.2.2 one hundred days after exmatriculation of the student;
3.2.3 on the date specified in the order for a temporary user ID,

3.3 The administrator makes changes in the validity of a TUT Uni-ID username, including after termination of employment or exmatriculation of a student, for a specified term of five years:
3.3.1 by order of the head of the structural unit of the person employed at TUT;
3.3.2 by order of the student’s dean or a person appointed by him or her;
3.3.3 by order of the head of a structural unit, who has placed an order for a temporary user ID, or a person appointed by him or her.

4. Rights of the TUT Uni-ID administrator

4.1 The TUT Uni-ID administrator has the right to suspend the validity of a TUT Uni-ID on an exceptional basis:
4.1.1 to prevent or solve a security incident;
4.1.2 to prevent reputational damage to TUT or a person related to TUT;
4.1.3 to prevent any other damaging consequences.

The administrator has the right to monitor the actions of the users while they use a TUT Uni-ID by ensuring inviolability of the rights arising from Acts and other legislation.

 


Annex
to the Rules for Digital Identity

Algorithm for generating a TUT Uni-ID:

The algorithm is applied to all the TUT Uni-ID usernames starting from the autumn semester of 2015/2016.

A TUT Uni-ID is generated from the user’s name by using 6 letters. First the 1st combination is applied. If it cannot be generated or the username is already in use, the next combination will be applied, etc..

If the total number of letters in a name is less than 6, as many letters as possible are taken from the names and random letters are added.

Combination Letters from the first name Letters from the last name A random additional letter
1. 2 4
2. 1 5
3. 3 3
4. 4 2
5. 5 1
6. 0 6
7. 6 0
8.* first name last name the required number
9. 2 3 1
10.* <= 2 <= 2 the required number

* – The combinations are tried for 20 times to find the unique form of the username.