Storage Services | Dropbox

Dropbox Registration Procedure for PIs

Registration for PIs is to be performed by the department administrator, as follows:

1. A PI group must first be created, associated with the PI’s primary user ID and assigned a budget number. Click the Register button next to Dropbox Group in Internal Services (see below) to open the new Dropbox PI-group.

2. Assign a user budget to the new Dropbox group, now shown to be associated with the PI's user ID, and click Send.

3. Upon opening the new Dropbox PI group, a Weizmann Institute Dropbox account will be created and linked with the PI's primary Weizmann user ID. Additionally, the PI's user ID will be associated at Internal Services with the newly created PI group.

Notes:

• Registration can only be carried out with the PI’s primary user ID.

• No storage quota restrictions will apply during the registration process. All that is required is the PI’s assigned budget number.

• The designated PI’s budget will be used for all PI group monthly billing charges, on a member seat count basis.

• PIs do not need to sign the Dropbox legal disclaimer.

Dropbox Registration Procedure for Non-PI Academic Users

Registration for non-PI users is to be performed by the department administrator, as follows:

1. To register a non-PI user to the Dropbox service, click the Register button next to Dropbox Member in Internal Services (see below).

2. Specify the PI with whom the user is associated, then click Send to submit the registration request.

3. The PI will then receive an automated e-mail message from Internal Services, requesting that he or she authorize the creation of the Dropbox account for the user being registered (see sample automated e-mail message below).

- Sample e-mail message begins -

Dear [recipient],

The user [user name], belonging to [unit], has requested to use the Dropbox service.
Click here to approve or reject the request.

To use the service, the user must complete registration by signing the Dropbox disclaimer.
As a PI, you are not required to sign the disclaimer.

Best regards

The IT Infrastructure Branch

For more information, please visit our Dropbox-dedicated page.
Should you have any questions regarding Dropbox, feel free to open a support ticket via the IT ServiceDesk, or call the ServiceDesk at extension 4444.

- Sample e-mail message ends -

4. The PI must click the link provided in the e-mail message, log into Internal Services, and authorize creation of the account by clicking Click here to approve.
5. Upon PI approval, the user will receive an e-mail message requesting that he or she sign a legal disclaimer (see sample e-mail message below).

- Sample e-mail message begins -

Dear [recipient],

Your PI has approved your request to work with Dropbox.

To use the service, you must complete registration by signing the Dropbox disclaimer.

Failure to do so will result in your having to submit a new request for the service via Internal Services.

Once your registration is complete, you will receive an e-mail message with Dropbox usage instructions. Please note that it takes one hour for the process to be completed following your signing of the disclaimer.

For more information, please visit our Dropbox-dedicated page.
Should you have any questions regarding Dropbox, feel free to open a support ticket via the IT ServiceDesk, or call the ServiceDesk at extension 4444.

Best regards,

The IT Infrastructure Branch

- Sample e-mail message ends -

6. The registration process will be completed within one hour of the Dropbox service legal disclaimer (see below) being signed by the user.

Dropbox disclaimer content (applies to non-PI users only):

By registering for the organizational Dropbox service of the Weizmann Institute of Science (hereinafter: "the Institute") or by converting my Dropbox account from a private account to an organizational Institute account, I hereby declare and certify the following:

• I am aware that the Institute's organizational Dropbox account (hereinafter: "the Account") is designated for the working needs of the Institute, and for this purpose only.

• Accordingly, I am aware and agree that:

  • The information in the Account will be stored in a cloud, as part of the service purchased from Dropbox Inc.;

  • The Institute shall at all times have exclusive ownership of the information in the Account;

  • The Institute's Weizmann IT personnel and/or the support representatives assisting the Institute with regards to the Dropbox service, shall be able to:

    • Check file integrity, file access authorization structure, etc., according to a documented request on my behalf in the Institute's Weizmann IT Service Desk system;

    • Transfer the information in the Account to the  PI / to the head of my Research Services Unit, as applicable, through whom I registered for the service, according to his/her request;

    • Transfer the information in the Account to those in charge of saving the information at the Institute, according to their request;

    • Transfer the information in the Account according to the instructions of the parties so authorized, as is customary at the Institute.

The above shall apply both during the period of my employment at the Institute as well as after the termination of my employment at the Institute. Upon termination of my employment, the PI / the head of my Research Services Unit, as applicable, through whom I registered for the service, shall have full discretion regarding the decision as to what is to be done with the information stored in the Account.

I hereby irrevocably waive any claim and/or demand and/or action against the Institute regarding the disclosure of the information in the Account and/or its transfer to another person, as aforementioned above, and/or any related matter.

7. Once the PI has approved creation of the account, and the user has signed the Dropbox legal disclaimer, an Institute Enterprise Dropbox account will be created for the user, and will be associated with the authorizing PI’s group (note again that the process will be completed within one hour of the user having signed the Dropbox legal disclaimer, and that failure to sign the disclaimer within 30 days will result in a new registration request having to be made).
8. The Dropbox account will in effect be created upon the user’s first login to the service on the Dropbox Web site, following which notification will be sent to the division’s Dropbox team.