NOTE:  These instructions are for the older version of the renewal wizard which you'll see if you're using Internet Explorer.  We recommend you use Firefox, Chrome or Microsoft Edge for a better experience.  See here for instructions on the new renewal wizard




Coldfront Login



Faculty are required to renew their CCR accounts and update their project information yearly.  This is a short but extremely important process.  Faculty will receive email reminders that their UB-HPC subscription is expiring at  60, and 30 days and then weekly until the date of expiration.  Faculty can click on the link in the email to go directly to the renewal page in Coldfront, or they can click on the Renew Subscription button on the project detail page.  


NOTE: To get to the project detail page, login to Coldfront and then click the name of your project.  Scroll down to the Subscriptions section and you will see the Renew Subscription button



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The first thing you'll see when you click the Renew Subscription button is this description of the process and the 5 short steps involved:


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Instructions for adding publications

Instructions for adding grant information


If you do not need to update any publication or grant information, click the "Start the renewal process" button.  You'll be taken to step 1 where you'll be asked to update your project information.  If you are a long time CCR user, your project information may not be up-to-date or we may not have had any information saved for your group.  You will be required to update this info and the project title before you can move to the next step.  


The field of science list is taken from the National Science Foundation.  You can begin typing your field in the box and it will auto-complete for you.  Please only use the "other" category if your field isn't on the NSF list.  These categories are very important for our reports to UB's administration.  


When your updates are complete, check the box verifying that your information is correct and click the "Go to Next Step" button


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Step 2 provides you a list of all active users in your group.  You can choose to keep the user account active or remove the user from your group.  Once you've made any changes, check the box verifying that your information is correct and click the "Go to Next Step" button.  Please note "remove user" only disables a user's CCR account.  All data remains in tact.  If a user is in multiple PI groups, the account is only removed from the your group and the account is left active.


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Step 3 displays a list of all the grant information you have associated with your project.  It's important to let us know if you have any grants that include CCR so that we can provide your group a priority boost.  See here for more details


If you realized at this point that you would like to add grant information, you can cancel the renewal process and go back to your project page.  When you return to the renewal process, the only thing you'll need to redo is checking the "verify" boxes and updating the user account info from step 2.


Check the box verifying that your information is correct and click the "Go to Next Step" button


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Step 4 of the renewal process display a list of all publications that you've added to your project.  This information is helpful to us for reporting back to the UB administration.  We recommend you only include publications that are relevant to work that you did with CCR resources but you're certainly welcome to include all of your publications If you realized at this point that you would like to add publication information, you can cancel the renewal process and go back to your project page.  When you return to the renewal process, the only thing you'll need to redo is checking the "verify" boxes and updating the user account info from step 2.


Check the box verifying that your information is correct and click the "Go to Next Step" button


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The final step is just a confirmation of what you entered previously.  Click the Finish button to complete the renewal process.


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After completing the renewal process, you will be returned to the project detail page and this message will be displayed:


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Please submit a ticket if you completed the renewal process and did not see this message.



You will notice that your original UB-HPC subscription has disappeared and a new subscription has been created for the next year.  The new subscription will be in a pending status until approved by the CCR administration.  However, please note that this will NOT affect your ability to login to CCR resources, run jobs, and work as normal.  The only time we will suspend access or the ability to run jobs will be if a PI does not renew his/her account by the deadline.


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The CCR Director or Associate Director review all pending renewal requests and approve or deny them.  You will see the status of your subscription change:



Once the subscription is approved by the CCR Director, system administrators will activate it and you'll see the status changed to Active:




SUBSCRIPTION EXPIRATION:


If a PI does not renew their UB-HPC subscription by the due date annually, all users in the group will be blocked from running jobs on the cluster.  Renewals can be done beginning 90 days before the subscription expires so as to provide you with plenty of time to complete the process.  If you have an extenuating circumstance making it impossible to renew on time, please contact CCR help via the help portal to request an extension.