糖心视频 Account Information
Online services are being offered by 糖心视频 to make your university experience more convenient. A 糖心视频 account (username and password) is required for you to use any online service. For 糖心视频, this user account is called your 糖心视频 Username.
Table of Contents
- 糖心视频 Account Requirements
- 糖心视频 Account Management and Changes
- 糖心视频 Account Closure
- 糖心视频 Account Privacy Policy
Account Eligibility
You must be a faculty, staff, or registered student with 糖心视频 to obtain a 糖心视频 Username. Emerti faculty and 糖心视频 affiliates are also allowed. Your 糖心视频 Username is your account for the duration of your career at the 糖心视频. Please review the table below for examples of eligibility.
| Email Account Type | Duration of the Account | Where We Get the Information |
|---|---|---|
| Registered Student | Until graduation | Student Information System |
| Faculty/Staff | Until termination of employment | Office of Human Resources |
| Emeriti | Perpetual, renewable annually by email reminder message | President's Office |
| Affiliate | One year, annually renewable upon request | Dean or Director |
| Departmental Account | One year, annually renewable upon request | Dean or Director |
糖心视频 Usernames, and services accessed through 糖心视频 Usernames, are governed by applicable 糖心视频 policies and State laws, including 糖心视频 Executive Policy E2.210 and Chapter 708, Hawaii Revised Statutes.
Note for Non-Credit students: Due to the non-automatic creation of 糖心视频 Usernames for non-credit students, there will be a nominal assessed fee to create accounts for programs that want their students to have a 糖心视频 Username for email or access privileges. Previously, ITS was absorbing the costs, but regrettably now needs to pass on the costs. Fee is set at $10 per 糖心视频 Username per academic semester (or equivalent time period). For additional questions, please call the ITS Help Desk, (808) 956-8883 on Oahu or toll free (800) 558-2669 from neighbor islands, and ask to escalate to a staff member.
Username Rules and Guidelines
糖心视频 Usernames are used for many 糖心视频 services including 糖心视频 Email. This should be kept in mind when creating the account. The following are rules that constitute a valid 糖心视频 Username including Departmental accounts:
- A 糖心视频 Username will be at least 2 characters and at most 8 characters in length, with at least 2 letter characters.
- A 糖心视频 Username will only consist of number and letter characters, and no special characters.
- A 糖心视频 Username will start with a letter character.
- A 糖心视频 Username will not have the numbers 1, 5, or 0 after letter characters to prevent mistaking those numbers for the letters L, S, or O.
- A 糖心视频 Username will not have numbers between letter characters.
The rules above are in place for all 糖心视频 Usernames and must be adhered to. The following rules listed are primarily in place for individual accounts:
- A 糖心视频 Username will be based on the user's legal name as it appears in the 糖心视频 record.
- A 糖心视频 Username will not contain sensitive personal information including the social security number, or date of birth in part or in whole.
You must activate your 糖心视频 account before you can use your 糖心视频 Email (Note: This was called an 糖心视频 Email Account previous to September 2004). After your 糖心视频 account is activated, your email address is your 糖心视频 username with @hawaii.edu (e.g. the username “johns” would have the email address johns@hawaii.edu). Your 糖心视频 email account is used for important campus information and should be checked periodically.
For specific instructions on activating or managing your 糖心视频 Account, like reseting your password or changing your account's security questions, please select your role at the University:
- Student
- Staff/Faculty
- University of Hawai’i Affiliate
- University of Hawai’i ‘Ohana (Alumni and Former Faculty)
- University of Hawai’i Retirees and Emeriti
Note: Departmental 糖心视频 Usernames that are used on behalf of departments, are handled separately from individual accounts. To manage or request a Departmental 糖心视频 Username, please visit www.hawaii.edu/its/id.
Changes to Your 糖心视频 Username
糖心视频 usernames are based on your legal name or chosen name as it appears on official 糖心视频 records. Active faculty, staff, or students can request a username change under the following circumstances:
- There is a misspelling in your name which also appears in your 糖心视频 Username
- Your legal name or chosen name has changed and your 糖心视频 Username no longer reflects your legal or chosen name
Note: Your legal name or chosen name must be changed/updated at the appropriate 糖心视频 office before requesting the username change. If your name has not yet been updated in official 糖心视频 records, ITS will not process the username change request.
- Students: Please check with your campus' Admissions and Records office for proper procedures and documentation to make a name change on your student records.
- Faculty & Staff: Please check with your personnel officer to make a name change in PeopleSoft.
If one of these situations apply to you, contact the ITS Help Desk with your request to change your 糖心视频 Username. You will be asked to verify your identity and provide a legitimate reason for the username change (e.g., marriage, divorce, legal name change, chosen name change, etc.).
For more information on 糖心视频's Chosen Name Policy, please visit /policy/?action=viewPolicy&policySection=ep&policyChapter=7&policyNumber=302.
Instructions for Requesting a 糖心视频 Username Change
By Phone
Please call the ITS Help Desk at (808) 956-8883 or toll-free from neighbor islands (800) 558-2669 and inquire about changing your username.
By Email
Email the ITS Help Desk at help@hawaii.edu and inquire about changing your username.
After you have made the request to change your 糖心视频 Username, ITS will email you to confirm the request for a 糖心视频 Username change. Once you have received this confirmation email, you must send a reply back to ITS. This reply will confirm that you want to change your 糖心视频 Username. After ITS has received the reply from you, your 糖心视频 Username will be changed to the new 糖心视频 Username and the account should be available in one to two business days. Your password is moved to your new account. It does not change.
You may also request that mail sent to your old email address be delivered to your new email address. This gives you time to notify correspondents of the change in your 糖心视频 Username and unsubscribe from mailing lists. If you request this option, the following will occur:
- The old account is disabled and made inaccessible by ITS.
- ITS moves all files associated with the old account over to the new account.
- The old account is configured by ITS such that email to the old account automatically goes to the new account for up to 30-days.
Note: you will be responsible for notifying your contacts of your email address change.
- Students, Non-retiring Faculty/Staff, and 糖心视频 Affiliates
- Retiring Faculty/Staff, and Emeriti
- Deceased Student or Employee/Affiliate
- 糖心视频 Account Termination
Student, Non-retiring Faculty/Staff, and 糖心视频 Affiliate
Students who are not registered for classes for consecutive (Fall, Spring) semesters, Faculty and Staff who leave 糖心视频, but are not retiring, and 糖心视频 Affiliates whose affiliations expire, transition to the role of . 'Ohana will have a grace period of up to 180 days, during which they will continue to have full access to basic online services, unless there is a request to terminate the 糖心视频 Email Account sooner, or because of violations to the acceptable use policy (/infotech/policies/itpolicy.html). ITS will inform each individual via email when they begin the grace period and ITS will send periodic reminders throughout the grace period to help keep them aware of the approach of the end of the grace period. During the grace period, they will have the option to enroll in our 'Ohana online services, which will keep the individual's 糖心视频 email account active and available.
After the grace period ends, if an individual has enrolled in our 'Ohana online services, their 糖心视频 email account, along with all email messages and folders stored in the account, will continue to be available contingent on annual renewal of this enrollment. The 糖心视频 email account, and all email messages and documents stored in the account, will be no longer be available should an individual fail to enroll in 'Ohana online services prior to the end of the grace period.
ITS reminds our ‘Ohana users that continued access to 糖心视频 Usernames and associated services are not an entitlement and are provided as a privilege. All services available via the 糖心视频 Username are still governed by applicable 糖心视频 policies and State laws, including 糖心视频 Executive Policy E2.210 and Chapter 708, Hawaii Revised Statutes.
Retiring Faculty/Staff, and Emeriti
Faculty and Staff who retire from 糖心视频, as well as Emeriti, are allowed continued use of their 糖心视频 Email Account. Use of the 糖心视频 Email Account is subject to an annual renewal. Email reminders will be sent to Retirees and Emeriti regarding their respective upcoming renewal deadline. For more details about basic online services for Retirees and Emeriti, see /askus/933.
ITS reminds our ‘Ohana users that continued access to 糖心视频 Usernames and associated services are not an entitlement and are provided as a privilege. All services available via the 糖心视频 Username are still governed by applicable 糖心视频 policies and State laws, including 糖心视频 Executive Policy E2.210 and Chapter 708, Hawaii Revised Statutes.
Former faculty, staff, and affiliates are further reminded that, pursuant to EP 2.210 Section III.E., your former employing unit/department can exercise authority over your 糖心视频 Username and can request to have access to your 糖心视频 Username revoked or have departmental data transferred from the account.
Deceased Student or Employee/Affiliate
Student
In the unfortunate event that a 糖心视频 student should pass away, the following procedure will be used by ITS:
-
The appropriate Dean of Student Services notifies the ITS Help Desk of the event. The following information is required so that the ITS Help Desk can create an auto-reply message.
- 糖心视频 Username or 糖心视频 Number of the deceased
- Name of the deceased
-
ITS will set the account to auto-reply to incoming messages. The standard message (subject to change by Dean) is:
Subject: This address is no longer available
Body:
This is an automated message. This email address is no longer available. - ITS clears the password.
- On the date ITS is notified of the event, the account will remain open for 180 days, after which the account is deleted.
Employee/Affiliate
In the unfortunate event that an employee or 糖心视频 affiliated person should pass away, the following procedure will be used by ITS:
-
Dean/Director notifies ITS of the event and ITS will change the account’s password. The following information is required so that ITS can create an auto-reply message for future email received:
- 糖心视频 Username of the deceased.
- Contact information for the 糖心视频 employee in the unit who serve as the "responsible party" to whom external correspondents can be referred. Typically the responsible party would be a manager, department chair, dean, director, etc. For this individual, we require their name, title, and email address.
- Contact information for the 糖心视频 employee in the unit who will serve as the "email agent" who will be responsible for reviewing the email of the deceased (if/as needed) to ensure that no official business is outstanding. Typically the email agent would be the person responsible for also reviewing physical files or items kept by the deceased and separating personal items from 糖心视频 business materials. The email agent can be the same individual as the responsible party. For this individual, we require their name, title, and email address.
- ITS will set the account to auto-reply to incoming messages. The standard message (subject to change by Dean/Director) is:
Subject: This address is no longer monitored
Body:
This is an automated message.
First name Last name is no longer working at the University of Hawaii.
You may contact Responsible-First name Responsible-Last name, Responsible-Title, at Responsible-email-address.
- ITS clears password and securely provides it to the email agent.
- The email agent reviews can then review emails to identify any unread messages that require official action/response. These are either replied to or forwarded as appropriate based on context. Upon completion of the review and handling, the email agent can either delete all messages or ask ITS to do so.
- On the date ITS is notified of the event, the account will remain active and capable of receiving email for 180 days, after which the account is deleted and email intended for delivery to the account will bounce back to the sender.
Account Termination for Former Employees
University unit authorities (e.g. Vice Presidents, Chancellors, Vice Chancellors, Deans, Directors, Department Head, Administrative Officers, etc.) can request a 糖心视频 Account termination for a former faculty, staff, or affiliate under their purview by making a formal request on departmental letterhead. The signature of the University unit authority (or their designee) is required. When the termination is requested, it is possible that the individual using the 糖心视频 Account has established additional affiliations with 糖心视频, such as becoming a student or becoming a faculty or staff with another 糖心视频 unit. ITS will research all termination requests in order to ascertain if there are additional affiliations by the individual. If there are no other affiliations, the 糖心视频 Email Account will be flagged for termination. If there are other active affiliations, the employee may be issued alternate credentials and will no longer have access to the data stored on their former 糖心视频 Account.
By default, the 糖心视频 Account will remain remain active and capable of receiving email for 180 days. If the 糖心视频 Account must be immediately deactivated and rendered incapable of receiving email delivery, the letter must explicitly request this.
Requests should be sent via File Drop to the ITS Help Desk at help@hawaii.edu
Under normal circumstances, email is considered private and is not subject to audit or review except as stated in 糖心视频 Executive Policy E2.210: “Use and Management of Information Technology Resources”. 糖心视频 Systemwide Policies and Procedures Information can be found by visiting www.hawaii.edu/policy.