New to the University?
A full Induction of IT Services for Staff, Post Graduate Researchers and Associates is available on the Workspace (username and password required).
An Induction to your IT Services
What can I access?
Staff University IT accounts provide access to the following services and facilities:
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Staff IT accounts are automatically created for all members of staff in the University's Human Resources (HR) system and are available from their contract start date. Generally this includes professional services staff, administrators, teaching/research related staff (not ‘casual’ staff).
To complete username activation on your start date:
- Go to IT Accounts service
- Click on ‘Staff’ and follow the on-screen prompts
You will need your employee ID, surname and date of birth. If you do not have your employee ID, please contact your line manager or HR.
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Passwords for must be changed every 180 days. Account holders can manage their own password.
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Staff have an IT account for as long as they are employed by the University. This will be disabled on their official leave date.
Accounts may also be closed if it is believed an account has been compromised, if the JANET Acceptable Use Policy or Code of Practice have been contravened or if there is a potential disciplinary or legal case against a particular user.
Access to specialised IT services
Other more specialised IT services may require further application to the relevant service owners. These services should be used for work and study connected to the University.
Contact the IT Service Desk for information about access to these services.
How do I request access to an absent employee's account?
Examples of situations where a manager asks IS to facilitate access to an absent employee's account include:
- colleagues of someone on sick leave may want to take on the absentee's duties
- a research group may want access to data that a colleague had before they retired
Even though HR guidance states that copyright for material generated by staff in the course of their employment belongs to the University, there could be difficulties if access is given automatically. For example, an employee may have been legitimately using their email account for correspondence with HR about a perceived problem with their manager.
Ideally, managers should organise their staff's work so that situations don't arise where a request to access someone else's account has to be made. Managers can reduce the risk of by:
- using services for roles
- taking care with handovers when people leave
On request from an employee's manager, IS will post an out-of-office message (drafted by the manager) on the email account of an employee who is unexpectedly absent.
If a manager wants access to the contents of the account of an absent employee (or ex-employee), they should ask their HR Advisor to:
- ask the employee (or ex-employee) for consent
- broker a mutually acceptable compromise if the employee (or ex-employee) does not/cannot consent
Can I have email for life?
Usually your email is deleted after your termination date (including the grace period) has expired. You would have to make a request to the Registrar to take a copy of your email files.
The process is:
- A member of staff makes a request to their Head of School/Department manager to take a copy of their email archive, giving a justification of why they need it. The justification is needed because email generated by staff members, while employed by the University, is considered to be the property of the University rather than the individual.
- If the Head of School is willing to support the request, they must seek authorisation from the Registrar, detailing why they believe the request should be granted.
- If the Registrar approves, the notification of approval (usually an email) is forwarded to the IT Service Desk.
- The notification is logged as a support call and forwarded to the Systems Team to export the data.
The Alumni Relations Office provides an 'email for life' forwarding service. Contact the Alumni Office for more details.
Transfer/migration of services
Sometimes staff need to transfer their IT services due to changes in circumstances.
Examples of types of migrations are:
- a member of staff changes departments
- a staff member becomes an Associate
Users who transfer to another department will continue to use their existing username.
Transfer/migration of services to another account may be possible. You should notify the IT Service Desk. If an employee is changing (migrating) to student or Associate, they normally have a grace period in which they will still have access to their 'employee' Z: drive and email.
Otherwise, employee leavers have no residual services or grace period. Members of staff who wish to take advantage of the waivers, should personally copy relevant files before their termination date. The leaver's School or Department manager should ensure there is a procedure in place for this to happen.
HR guides and support
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All staff must take full responsibility for activity within their IT account and adhere to the:
All account owners are requested to take appropriate care with their account details/passwords.
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