Policy on Shared or Group Accounts for ChatGPT at CES

Shared group accounts will not be approved within the CES ChatGPT EDU Tenant. Due to user accountability and other concerns outlined below, all accounts are associated with an individual university netID or username.

1. Security Concerns

Shared or group accounts are not approved due to significant security risks. Group accounts are more susceptible to breaches since credentials are shared among multiple individuals, often including temporary employees. This increases the risk of password leaks and prevents effective use of security measures like multi-factor authentication.

2. Technical Limitations

Group accounts cannot fully utilize key ChatGPT features such as Connectors. These features require association with individual CES institution credentials to function correctly. As a result, a group account would lack access to these capabilities.

3. Alternative Solution – Ownership Reassignment

To address the need for continuity, CES ChatGPT allows administrators to reassign GPT ownership at any time. This ensures that:

• All GPT configurations, files, and prompts remain intact.
• The GPT remains active even if the original owner leaves.
• Ownership changes can be processed quickly upon notification to the CES team.

4. Transition Process

While we work on enabling local control for ownership changes (so departments can manage this directly), the current process is to email ai-committee@byu.edu to request reassignment.