Your IT account

In order to access University IT facilities (eg email and calendaring, personal and departmental filespace, printing, remote access, wireless services, management information systems, etc) staff must have a personal IT account with an associated username (User ID) and password.

New members of staff are allocated a personal IT account, with a username and temporary password, at the start of their employment with the University.

Note: Your email account is deactivated the day after you leave the University and you will no longer have access to it. Make sure you check your mailbox in good time before you leave for any items you want to keep - contact the Service Desk for advice on archiving.

Personal Filespace

Your IT account has a default allocation of personal filespace on the University network.

This filespace appears as the H:\ drive on any networked computer you log onto on campus and is accessible via Computer or Windows Explorer. You can also access your H:\ drive off campus on personal devices via the Virtual Private Network (VPN), and on University laptops using Remote Access - all you need is an internet connection. See our Remote Access page for details.

Only you have access to your H:\ drive, via your login credentials.

You should only use your H:\ drive to store your personal work-related data and, if you manage others, data associated with that role.

Examples of the sort of data you might store on H include:

  • Personal work-related: holiday record, archived email (PST), job description, training/course materials/presentations, transient work data where you are not able to work online (e.g. if you are developing course materials, before publishing them on VLE)
  • If you manage other members of staff: job descriptions, appraisal information, disciplinary correspondence

If you need additional filespace, please contact our Service Desk.

Business related data and work files should be stored on the appropriate departmental or research specific shared drives. For example, if you are working on a research project, all research data should be in project specific shared space. See Data Storage & Archiving, under the Shared tab for details.
Additional Accounts

Additional account ownership

You are accountable all IT accounts requested by you or issued to you. This includes any secondary accounts (Guest, External, Project, Resource) that you request on behalf of others.

You are responsible for ensuring that accounts requested by or issued to you are used in compliance with University policy and conditions. This includes:

  • Taking care of the account credentials (username, password).
  • Ensuring accounts are only issued to those entitled to use them.
  • Ensuring accounts are not issued to more than one individual.
  • Ensuring accounts are disabled in a timely manner when no longer required.
  • Promptly reporting any misuse of an account that you become aware of to the IT Service Desk.

If the owner of a Project account leaves the University, the account will be closed automatically unless an alternative owner is identified before they leave. Please notify the IT Service Desk of any change in ownership.

What type of additional account do you need?

I am looking for an IT account for…

A visitor…
...who needs only basic internet access on a personal device does not need an IT account. Such visitors can use the free, public wireless service Aberdeen-city-connect.


If however your visitor will be visiting a building where Aberdeen-city-connect is not available – for example NHS Grampian buildings at Foresterhill and University Halls of Residence – or if they need access to a classroom or library PC, you need a Guest account. A Guest account will give your visitor access to eduroam.

Find out more about Guest accounts and how to request them.

A contractor or agency worker…

…who will need authenticated access to University systems, e.g. printing services, or SharePoint.

You need an External account. Find out more about External accounts and how to request them.

Before applying for this type of account you should ensure that Honorary status is not required to undertake the proposed role. If in doubt please contact HR for guidance.

IT accounts for Honorary staff will be created automatically as part of the Honorary appointment process.

A supplier…

…who will need authenticated access to university systems, e.g. printing services, or SharePoint.

You need an External account. Find out more about External accounts and how to request them.

Before applying for this type of account you should ensure that Honorary status is not required to undertake the proposed role. If in doubt please contact HR for guidance.

IT accounts for Honorary staff will be created automatically as part of the Honorary appointment process.

A non-University of Aberdeen academic collaborator…

…who will need authenticated access to university systems, e.g. printing services, or SharePoint.
Note: Does not apply to honorary appointments.

You need an External account. Find out more about External accounts and how to request them.

Before applying for this type of account you should ensure that Honorary status is not required to undertake the proposed role. If in doubt please contact HR for guidance.

IT accounts for Honorary staff will be created automatically as part of the Honorary appointment process.

SharePoint access for an external user…

…who will be collaborating on a University of Aberdeen SharePoint site.

You need an External account. Find out more about External accounts and how to request them.

A group of external students...

…who will need access to classroom software and the eduroam wireless network.
You will need External accounts. Find out more about External accounts and how to request them.

Managing a bookable room that is not in CMIS

For example, a Staff Meeting room.

You will need a Resource account. Find out more about Resource accounts and how to request them.

A shared Outlook calendar
You will need a Resource account. Find out more about Resource accounts and how to request them.
A shared Outlook mailbox
You will need a Resource account. Find out more about Resource accounts and how to request them.
Shared telephone voicemail
You will need a Resource account. Find out more about Resource accounts and how to request them.
Shared network filespace

You don’t need an additional IT account. See our Data Storage & Archiving page.

Bookable equipment

For example pool laptops, data projectors, etc.

You will need a Resource account. Find out more about Resource accounts and how to request them.

An AUSA student society or club

To be used for society or club business only.

You need a Student Society account. Find out more about Student Society accounts and how to request them.

A mailing list
You don’t need an additional IT account. See the Mailing Lists tab on our Email & Communication page.

If none of the above account types meet your requirements, please contact the Service Desk for advice – servicedesk@abdn.ac.uk.


Additional Account types

Guest account

NOTE: Does your visitor only need BASIC INTERNET ACCESS on a PERSONAL DEVICE?

If yes, then they do not need a Guest IT account. Such visitors can use the free, public wireless service Aberdeen-city-connect.

Please only request a Guest IT account for your visitor if they will be visiting a building where Aberdeen-city-connect is not available – for example NHS Grampian buildings at Foresterhill and University Halls of Residence – or if they need access to a classroom or library PC.

 

What it’s for What you get How you get it

Short-term ad hoc account for visitors to the University, e.g. visiting academics, conference attendees

  • Username and password for network
  • Maximum lifetime of account = 30 days
    Note: Guest accounts cannot be extended
  • Internet access via eduroam wireless network, if required.
    Note: Visitors are encouraged to use the free, public wireless service Aberdeen-city-connect
  • Access to classroom and library PCs for internet use and the MS Office suite

Fact Sheets:

1-5 Guest accounts

  • Request up to 5 Guest accounts on behalf of your Guest(s) via the Account Manager portal.
  • Requests are processed within 30 minutes.
  • You will then be the guest account’s sponsor.

6-50 Guest accounts

  • Login to MyIT at https://myit.abdn.ac.uk and complete the Bulk Guest Account Request form.
  • IT Services will approve bulk requests – please allow up to 3 working days for activation of accounts.
  • You will then be the guest accounts’ sponsor.

 

External account

What it’s for What you get How you get it

For non-University employees, e.g. contractors, suppliers, academic external collaborators (does not apply to honorary appointments - see note below)

Note: Before applying for this type of account you should ensure that Honorary status is not required to undertake the proposed role. If in doubt please contact HR for guidance. IT accounts for Honorary staff will be created automatically as part of the Honorary appointment process.

  • Username and password for network
  • Max lifetime of account = 12 months
  • Internet access via eduroam wireless network, if required.
    Note: Visitors are encouraged to use the free, public wireless service Aberdeen-city-connect
  • Printing via proximity card
  • Desktop
  • SharePoint access on request, if required

1-5 External accounts

  • Request an External account on behalf of the external party via the Account Manager portal.
    You will then be the external account’s sponsor.
  • IT Services will approve this request – please allow up to 3 working days for activation of account.
For groups of external students
  • Username and password for network
  • Max lifetime of account = 30 days
  • Internet access via eduroam wireless network
  • Classroom software

 

6-50 External accounts

  • Login to MyIT at https://myit.abdn.ac.uk and complete the Bulk External Account Request form.
  • IT Services will approve bulk requests – please allow up to 3 working days for activation of accounts.
  • You will then be the External accounts’ sponsor.

Project account

What it’s for What you get How you get it
An account to be used by staff for project work
  • Username and password for network
  • Internet access
  • A Project account mailbox can be shared for project use for the life of the project. (For long-term shared mailboxes please see Resource accounts.)
  • Email account
  • Desktop
Request a Project account via the Account Manager portal.

IT Services will approve this request – please allow up to 3 working days for activation of account.

Resource account

What it’s for What you get How you get it
Accounts representing Rooms, Calendars, Shared Mailboxes, Shared Telephone Voicemail, and Bookable Equipment
  • A resource account that can be accessed by you and by others via Outlook, e.g. a meeting room, shared calendar, pool laptop

To request a Resource Account, please login to MyIT https://myit.abdn.ac.uk and complete the Resource Account Request form.

 

If your resource account is for a meeting room, you can choose (at the time of requesting) whether you want the room to be visible in the GAL, thereby allowing users to book the room via Outlook.

Student Society account

What it’s for What you get How you get it
An account created for a student society or club, to be used for society or club business only
  • Username and password for network
  • Account can be kept open for the lifetime of the society
  • Internet access
  • Email account
  • Desktop
To request a Student Society Account, please contact Laura Chalmers – l.chalmers@abdn.ac.uk

Account Manager portal

To access the Account Manager portal, launch Internet Explorer and go to:

Policy

For all other policies governing the use of IT facilities at the University of Aberdeen, see the Policy Zone - search for 'Information Policies'.