FAQ

Domain Name Request System FAQ

1. Q: How do I renew my domain each year?

A: During the renewal period, one month before your expiration date, the Domain Name Request System will send you a reminder email with a direct link to your summary/confirmation page.  Fill out any missing items noted on this page with a red asterisk and the Renew button at the bottom will become enabled.

If the email does not work for you for any reason, here is a viable workaround to complete the renewal:

  1. Navigate to https://domainnamerequest.cdt.ca.gov
  2. Click Manage my existing domains and requests

  1. Click on the domain that is expiring.

  1. Complete any required fields.  In this example below, the CIO contact information and CIO Approval Document are missing.

The CIO Approval Document can be in any format as long as it contains:

  • Name (of CIO or CIO equivalent)
  • Title (usually CIO, but can be Director or other executive position – for organizations that don’t have a CIO so another position performs the duties of a CIO)
  • Domain name
  • Statement of approval/concurrence (“I approve of the domain xxxxxx.ca.gov”)

As an example, the most common submission is a copy of a one-sentence email from the CIO saying “I am the CIO of xxxxxx and I approve of the domain name xxxxxx.ca.gov” with their name and contact info in the signature block.

The CIO Approval document is a one-time requirement.  You don’t have to upload it again if you already have one on-file.

  1. When all the required fields are filled out, the Renew Domain button will appear.  Click the Renew button to complete your annual renewal.

After clicking the Renew Domain button, you’re good to go for the year!

 

2. Q: What is the CIO or CIO Approval Document?

A: The CIO Approval Document can be in any format as long as it contains:

  • Name (of CIO or CIO equivalent)
  • Title (usually CIO, but can be Director or other executive position – for organizations that don’t have a CIO so another position performs the duties of a CIO)
  • Domain name
  • Statement of approval/concurrence (“I approve of the domain xxxxxx.ca.gov”)

As an example, the most common submission is a copy or screenshot of a one-sentence email from the CIO saying “I am the CIO of xxxxxx and I approve of the domain name xxxxxx.ca.gov” with their name and contact info in the signature block.

3. Q: How often do I have to upload a CIO or CIO Approval Document? Do I have to do this every year?

A. Although the renewal process happens every year, you don’t have to upload the CIO or CIO Approval Document again if you already have one on-file.

4. Q: I administer multiple domains. Do they each need a unique CIO or CIO Approval Document? 

A: Although you have to upload a CIO or CIO Approval Document for each domain, you could upload the same document for each of them as long as the document specifically contains all the domain names (and other required fields, see Q&A # 2 above)

5. Q: I checked and updated contacts less than a year ago. Why is it asking me to renew already?   

A: The required annual renewal happens at the same time each year. For most domains it is May – June.  Your renewal date could differ depending on the date your domain was entered into the system, but it will be the same time each year.

6. Q: I worked here for years and never had to do this before. Why do I have to do the renewal?

A: This is a new process.  The system and the policy that mandates it (SAM 5195 and SIMM 40A) launched in May 2017, with the first renewal in mid-2018.  It is important to know who to contact when something comes up.  Previously, contacts on file could have retired for many years.  The annual renewal process ensures contacts are relatively current, and any discrepancies discovered during annual renewal can be addressed quickly.  Also, this is mandated by the federal government which ultimately owns everything under .gov.

7. Q: Is there anything I need to do if I already have a CA.gov domain registered with the Department of Technology (before the Domain Name Request System launch?

A: Yes, if you have not already done so, please log in to the domainnamerequest.cdt.ca.gov website and verify that correct contacts are listed for your domain. If not, please add/edit/delete contacts accordingly. If you are an official contact but do not yet have access to edit your domains on this system, select “Claim an existing domain.” Once your claim is confirmed, you will have access to edit contacts.  Also be sure to upload your CIO or CIO Approval document, this is a one-time requirement.  A: The CIO Approval Document can be in any format as long as it contains:

  • Name (of CIO or CIO equivalent)
  • Title (usually CIO, but can be Director or other executive position – for organizations that don’t have a CIO so another position performs the duties of a CIO)
  • Domain name
  • Statement of approval/concurrence (“I approve of the domain xxxxxx.ca.gov”)

As an example, a common submission is a copy or screenshot of a one-sentence email from the CIO saying “I am the CIO of xxxxxx and I approve of the domain name xxxxxx.ca.gov” with their name and contact info in the signature block.

8. Q: How do I request a new domain?

A: Please see SIMM 40A Section 4 for detailed instructions for new requests.

9. Q: What if my existing domain is not compliant with the Internet Domain Name Taxonomy nomenclature standards?

A: Existing domains will be grandfathered-in. As with all existing domains, renewal is required each year to validate the existing domain is in use, the contacts are current, and certify compliance with federal policies and guidelines. Here are rules for some unique situations that you may encounter:

  • If you have a non-compliant domain, and want to request a compliant domain:
    • You will be granted the new, compliant domain, but you are encouraged to phase out the existing non-compliant domain within one year from the date that your new domain is approved.
  • If you already have both a non-compliant domain and a compliant domain:
    • You may keep both, but you are encouraged to phase out the non-compliant domain within one year.
  • If you already have one or more non-compliant domains:
    • You may keep them, but you are encouraged to phase out non-compliant domains within one year, and instead use subdirectories (i.e. dmv.ca.gov/xxxx) or subdomains (i.e. xxxx.dmv.ca.gov) going forward, as defined in SIMM 40A.

10. Q: Why doesn’t the Domain Name Request system not recognize my 4th level domain (xxxx.dmv.ca.gov)?

A: The Domain Name Request system tracks only 3rd level domains (xxxx.ca.gov), which require approval and must follow nomenclature standards found in SIMM 40A.  Once your 3rd level is approved, or grandfathered-in, you can add 4th level domains as long as your 3rd-level domain owner concurs. Since CDT approvals are not needed for your 4th level domain, any requests for technical work for 4th level domains should be directed to CDT’s Remedy System.

11. Q: I already work with CDT on technical requests for my domain via Remedy. Why is this system separate from CDT’s Remedy ticketing system?

A: Remedy handles technical work requests while not all matters of domain ownership require technical help.  The Domain Name Request System tracks domain ownership even if the owner does not currently need technical help.  The Domain Name Request System is available for current non-customers of CDT (new departments, newly-formed independent commissions) to check if the ca.gov domain name they want is available and to get immediate, real-time answers before deciding if they want to pursue a domain.  The Domain Name Request System also enables domain administrators to log in at any time to check and update contacts instantly.

12. Q: I got my domain approved via the Domain Name Request system, now how do I request CDT technical services, e.g., associating my domain to an IP address, alias redirects, email account setups, etc., or report an incident related to my Domain Name(s)?

A: If you have a CDT Remedy login ID, you can submit a Remedy “DNS Services” request or a “Report an Incident” request, as applicable.  If you do not have a Remedy login ID, please contact the CDT Service Desk for assistance at ServiceDesk@state.ca.gov.

13. Q: What if my CA.gov domain is not currently hosted by CDT?

A: Although all agencies/state entities are encouraged to have domains hosted by CDT, it is acceptable to have domains hosted elsewhere as long as they are in compliance with state and federal policies and guidelines.

14. Q: Is there a cost for CDT to host Agencies/state entities domain records?

A: No. The California Domain Name Service is offered at no cost to all Agencies/state Entities that have an approved domain name.

If you have additional questions, please contact Info.Eservices@state.ca.gov