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Information about computer accounts and passwords Computer Reps Diary accounts Email accounts Computer security at UCL Storage space and quotas |
| How do I get a ucl computer account? |
| For staff |
Q: How do I register a new member of staff with a central computer account?
All UCL staff will have signed a contract which requires
them to abide by UCL's Regulations which include Computing Regulations.
Please make sure that new staff are aware of UCL's Computing Regulations.
All
UCL paid staff are now automatically registered for a computer account.
Their login user id and password slips are posted via internal mail to
the relevant department.
Other staff such as Honorary and
casual need to be registered via the Services System. The services
system is a tool designed and maintained by the UCL Person Identifier (UPI) team in Management
Systems. For further information about Services System please see
Services System's help training and support page.
See: Services System
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| For students |
Q: How do I register a new student with a central computer account?
All new students have ISD computer accounts pre-registered for them.
Students are normally expected to collect their accounts in person from the ISD Service Desk.
Students will be required to show their UCL ID card (both photocard and
valid session card) before their account details are issued.
An
induction pack containing information about ISD computing facilities for
students is given out with their registration details.
| For visitors |
Q: I have a visiting lecturer
arriving in two weeks. How do I obtain an ISD account? For which the department need
to pay for this? For which ISD services would he/she be eligible?
You will need to create a Visiting Lecturer' account using the Services System. The services provided with this account will have full access to Staff WTS, Email and Library services. Further information about Services System can be found here: Services System
If you do not have access to the Services System, please speak to your Departmental Administrator or Computer Rep for further assistance.
Important: Some accounts created in the Services System incur a charge for the department. Please ensure you contact Services System for advice on account charges.
Please click here for details of account charges.
See: Services System
| For conferences |
Q: I need to obtain 20 computer accounts for a
conference being held at UCL in two weeks time. What do I need to do and
will the department be charged?
There is an online form that you can complete to request conference facilities, including guest user accounts. This can be found on this webpage. Please note that we ask for 2 weeks notice.
Charges for accounts vary depending on the access to systems required.
| For role accounts |
Q: I need to obtain a role account for a member of staff who is the PA to the Head of Department. What do I need to do?
Role accounts are now being phased out. Exceptions can be made but a case would need to be made by contacting the Service Desk and explain why the account is needed and for how long the account would be used for.
| For temps |
Q: I have a temp starting in our department in two weeks time. How do I obtain an ISD account?
You will need to create an associate staff account using the Services
System. Further information about the Services System can be found
here: Services System
If you do not have access to the Services System, please speak to your Departmental Administrator or Computer Rep for further assistance.
Important: Some accounts created in the Services System incur a charge for the department. Please ensure you contact the Services System for advice on account charges.
Please click here for details of account charges.
See: Services System
| For honorary |
Q: I
have been contacted by an honorary lecturer who would like access to ISD
services e.g. WTS and Library resources. How would I obtain an ISD account
for them. Do they need to pay? For which services are they eligible?
You will need to create an Associate Staff account in the Services System. Further information about the Services System can be found here: Services System
If you do not have access to the Services System, please speak to your Departmental Administrator or Computer Rep for assistance.
Important: Some accounts created in the Services System incur a charge for your department. Please ensure you contact the Services System for advice on account charges.
See: Services System
| For contractors |
Q: I have a contractor starting work at UCL in two days time. How do I register for an ISD account and how long will it take to arrive?
You will need to create a Contractor account in the Services System. Further information about the Services System can be found here: Services System
Please click here for details of account charges.
Accounts usual take 24 - 48 hours to be created, once the information has been entered into Services System Correctly. Once ISD has updated the account, it is then possible to collect the user id and password through your Computer Rep.
See: Services System
| For non ucl |
Q: I would like to give Moodle access to 10 non-UCL students/lecturers from a
variety of universities. What do I need to do and is there a fee for
this?
You need to email ltss(at)ucl.ac.uk to ensure you meet the
requirements. If you meet the requirements, you should then contact Services System for advise on creating the new user accounts, as there may be a charge. new accounts?
Email: ltss(at)ucl.ac.uk
See: Services System
| Short Courses |
Q: I
am running a short course over the summer. I would like to obtain 35 ISD
accounts. What do I need to do and will the department be charged?
You will need to create a Short Course Student account in the Services System. Further information about the Services System can be found here: Services System
Please click here for details of account charges.
See: Services System
| How do I reset a password? |
Q: How do I reset my central computer account password?
To reset your central computer account password, you have the following three options:
1) My Account
You can access My Account and change an expired password there
See: Myaccount
See: Guideline for creating new passwords
2) Computer Reps
If you are not able to change your password in My Account. You may need to get your Computer Rep to assign you a 'Token' that you can then use to generate a new password in My Account.
See: Guideline for creating new passwords
3) Service Desk
If you are not able to reset your password or speak to your Computer
Rep. Then you visit the ISD Service Desk in person along with your UCL id card,
where they will be able to issue you with a new password.
See: Service Desk
See: Guideline for creating new passwords
Please note:
Computer Reps are not able to reset and issue your password for you.
They can issue you with a token that can be used to generate a new
password using My Account. The alternative is to visit the ISD Service Desk.
Additionally,
all passwords are regularly scanned to
identify 'vulnerable' passwords that can easily be recognised by
password cracking software. Any user who's password is identified as
vulnerable during this process will be notified by email and advised to
change their passwords immediately. If a user does not change their
password when the system identifies a vulnerable password. Their
password will automatically be reset and they will then need to use one
of the steps listed above to retrieve or change the password.
|
How do I delete a central computer? |
Staff and student computer accounts expire once their end date has been
reached. This end date can be seen in their record on the Services
System.
Computer Reps are able to delete a computer account within the Services System, though using the 'Revocation request'
If you would like to know more about access to your email account once you have left UCL then please click here to read more.
See: Services System
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| Computer Reps |
UCL department or external institute whose members use the Information Systems Division's managed machines (i.e. those running WTS, Myriad or ADS) appoint at least one Computer Representative from within the department or institute. ISD preferred departments to appoint a Rep plus at least one deputy to cover for absences. Some of the larger departments appoint additional Reps.
In general, a Rep liaises between her/his department and ISD and is responsible for various duties which enable the department and ISD to keep a record of ISD computer users within a department. For this reason it is advisable that reps make themselves known to users in their department.
Important notice: The role of the computer rep is currently under review. ISD are drafting up a proposal that will define what the responsibilities of the computer rep are. Please contact the ISD Service Desk for further information.
Q: What is the Computer Reps Tool?
The Computer Reps Tools is a web-based tool presenting data held by the UCL Person Identifier (UPI) and the Services System will provide read-only access to data currently accessible via the Oracle Forms interface of the Services System with an enhanced user interface.
This new facility allows a Computer Rep to list and search all staff,
students and visitor records in their department. Additionally, it is
also possible to filter a search by past, current, future and honorary
status.
For example: A Computer Rep can submit a query to search for a staff member. The results would allow him/her to identify the following types of information:
- UPI (UCL Personal Identifier, a unique number)
- User ID
- Email address
- Status of staff computer account
- Previous affiliations e.g. ug, pg, hon etc.
- Dates of the computer account (e.g. start and end date)
- Intranet groups
We are currently in the testing phase to ensure the tools meet the project requirements and are of a sufficient standard to be released to Computer Reps across UCL.
Launch: Computer Reps Tool
Q: How do I appoint a new Computer Rep?
New Computer Reps achieve this status by registering for the Services System.
This
applies to changes that add access. For example: adding extra
departments, changing departments, changing roles (e.g. from Comp Rep
to Department Admin in the system).
A Computer Rep is an important link between the Information Services Division
(ISD) and the department. The role of the Reps varies in Departments where there are, lots of users the role is
demanding. Therefore, if a Rep feels that he/she is unable to take on this Role it is
worth making this clear to the department.
Removal of a Rep from the system can be done by an individual contacting the ISD Service Desk (i.e. “I’m no longer a rep”) - this will be passed on to the Services System team so that they can revoke the reps Services System access). This can also come from a Departmental Administrator or head of Department if necessary (i.e. “Joe Bloggs is no longer a Rep in our department”) and the same will apply.
See: Services System
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Q: Who is my Computer Rep?
In order to find out who your Computer Rep is, launch the Computer Reps Tool and then filter your search by typing in your department name in the filter box that is located in the top right-hand corner of the page.
Launch: Computer Reps Tool
| Email accounts |
Q: How long will I be able to use my email account once I have left UCL?
Staff should contact ISD Service Desk for further information.
Students can keep your account for as long as need, even after you graduate.
See: Does my Outlook Live account ever expire?
Please note:
Once a member of staff or a student leaves UCL, access to their central
computer account (Staff WTS, Myriad and ADS) will stop.
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Q: Does my Outlook Live account ever expire
No,
you can keep your account for as long as need, even after you graduate.
However your email alias will change when you become an alumnus from
being associated with UCL to at alumni specific email address. Further
details on this will be published in due course.
Q: How do I forward my email to another email account?
To comply with the Data Protection Act, all requests to forward email
must come from the account from which email is to be forwarded.
The Rep can however, send a request to the postmaster@ucl.ac.uk
to setup an automatic message from an account that is no longer in use,
specifying that an address is no longer in use and offer an alternate
email address for people to resend their message to.
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| Computer security |
Q: What is the misuse of computer systems policy?
Where there is misuse or abuse of ISD systems, reps can report to ISD.
Penalties vary depending on the seriousness of misuse.
They include
informal and formal warnings, withdrawal of access and suspension of
students or dismissal of staff. In some cases legal action may be
taken.
The Head of Department and College Authorities, including the Dean of Students where appropriate, will be informed. ISD Document 199, Computing Regulations, gives further information on this subject.
| Storage space and quotas |
Q: How do I increase my central computer account disk quota?
Staff
Can increase their central computer account disk quota to:
- Up to 1.5GB (no approval required)
- Between 1.5GB and 2.0GB (approval required)
- More than 2.0GB (approval required)
Please note:
That requests for disk quota above 1.5GB will need to be authorised by your computer rep, and requests over 2GB need to be authorised by your Head of Department. There is an online form that you will need to print and get signed. This form will be found via the links seen above. Once this has been completed, please send the form to the ISD Service Desk.
See: Increase disk quota (user id and password required)
See: Service Desk
Students
Need to take a letter from their tutor, requesting that their disk
quota be increase. This letter needs to be taken to the ISD Service Desk.
See: Service Desk
