Network File Share Employee Access

Overview

This service is used to add or remove access to group (S: drive) or departmental (G: drive) file/folder share drives for employees.  You can also request a change to a file share S: drive owner through this request. 

You must be the file share owner to request a change to S: drive access.  If you are not the file share owner, an approval will be sent to the file share owner and must be approved before access will be granted.  You must be part of the Authorized Account Requestors group to request a change to G: drive access. 

What network file shares do employees have access to?

  • F: drive (HomeDIR) – Your personal storage space - You can add, modify, and delete files.
  • G: drive (Departments) – Your department storage space – staff will be given access to specific files and folders as specified by their department.
  • H: drive (Employee) – Employees campus-wide public storage space.
  • Q: drive (Instructor) – Used by instructors to distribute course files to students. Faculty can add, modify, or delete files. Students can only read and save files.
  • S: Groups (Optional) – Additional secured network drive access for subsets of employees within departments, or across different departments.

Information Required

UFV employees that are the file share owner (for S: drive updates) or part of the Authorized Account Requestors group (for G: drive updates) can request updates (adds/removals) to group or departmental file/folder share drive access by submitting the "Network File Share Employee Access" request. Requests for a change in file share owners can also be requested. Please provide the following information when completing the request:

  • Employee name(s)
  • Department
  • Drive access start time
  • Name and folder path of S: drive group folder, or name of G: departmental drive folder
  • New file share owner (if requesting a change to file share owner)

Once the access has been granted, the IT Service Desk will notify the requester of completion.

Instructions

Complete the "Network File Share Employee Access" form with all of the required information. 

Employees will need to log out and log back in once permissions have been granted to see the file share access.  On campus, files can be accessed through the Windows File Explorer. 

To access employee network files shares remotely from off campus, visit:

  • myFiles
    • Login to myFiles using your UFV network username and password
  • myUFV
    • Login to myUFV using your UFV employee ID number and myUFV password (see myUFV account for more information).
    • Click on the Online Services tab.
    • Under Network Files click on myFiles.

Download myFiles instructions with screenshots (PDF).

The employee submitting this request must be either the file share owner (for S: drive access) or part of the Authorized Account Requestors group (for G: drive access). If you are not the file share owner, an approval will be sent to the file share owner and must be approved before access will be granted. 

Authorized Account Requestors include:

  • Department Assistant (or an Administrative Assistant e.g., Executive Assistant, Program Assistant, etc., authorized by Director)
  • Department Head
  • Dean
  • VP / AVP
  • Director
  • Manager
  • Employees on the Exceptions List (internal list maintained by IT Services)

Support

Contact the IT Service Desk, or check the ticket status in the IT Services Portal for updates.

Service Catalogue Entry

 
Service Name Network File Share Employee Access                                                                                                                                       
Service Users Faculty and Staff that are file share owners or part of the Authorized Account Requestors group.
Description Request updates to access or a change in ownership (S: drive) to employee network file folder/share.
Features N/A
Category Accounts and Access
Sub Category Accounts
Supporting Services Active Directory
Service Owner Manager, Service Delivery
Business Owner Share drive (S: drive) owner or department head (G: drive)
Authorized Requesters Owner of the shared drive or Authorized Account Requester
Request Process Submit the Network File Share Employee Access Form.  Approval from the file share owner is required if the file share owner is not the requestor.  Ticket will then be assigned to the IT Service Desk for fulfillment.
Approval Requirement/Process The file share owner (S: drive) must approve all requests unless the request is submitted by the file share owner.
Requirements and Pre-requisites File share owner or know who the file share owner is.
File folder name or path or someone of whom you're copying access off of.
Turnaround Time for New Requests 2 business days
Requester Responsibility Enter all required fields into the form.  Provide all necessary details. Must be the file share owner or part of the Authorized Account Requestors group.
Support Hours IT Service Desk business hours
Hours of Availability/Planned Downtime 24/7
Support Process Contact the IT Service Desk.  Check the status of the ticket in the IT Services Portal
Support Owner Manager, Service Delivery
Support Documentation IT Services Portal Knowledge Base
Customer Costs N/A