UH Username - Policy and Guidelines

UH Account Overview

Online services are being offered by the University of Hawaiʻi (UH) to make your university experience more convenient. An account (username and password) is required for you to use any online service. For UH, this user account is called your UH Username, which is used for the duration of your career at the university.

• UH Account Requirements
• UH Account Management and Changes
• UH Account Privacy Policy

UH Account Requirements

Before you access UH's online services, you will need to meet the eligibility to obtain a username and create one using our established guidelines. 

Account Eligibility

• You must be a UH faculty, staff, or registered student with the University of Hawaiʻi to obtain a UH Username
• Emerti faculty and UH affiliates are also allowed a UH username
• More examples of eligibility:

  Username Eligibility

  Email Account Type	Duration of Account	Where we get the Information
  Registered Student	Until graduation	Student Information System
  Faculty/Staff	Until termination of employment	Office of Human Resources (OHR)
  Emeriti	Perpetual, renewable annually by email reminder message	Office of the President
  Affiliate	One year, annually renewable upon request	Dean or Director
  Departmental Account	One year, annually renewable upon request	Dean or Director

Username Rules and Guidelines

The following are rules that constitute a valid UH Username including Departmental Accounts:

• A UH Username will be at least 2 characters and at most 8 characters in length, with at least 2 letter characters

• A UH Username will only consist of number and letter characters, and no special characters
• A UH Username will start with a letter character
• A UH 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 UH Username will not have numbers between letter characters

The rules above are in place for all UH Usernames and must be adhered to. The following rules listed are primarily for individual accounts:

• A UH Username will be based on the user's legal name as it appears in the University of Hawai'i record.
• A UH Username will not contain sensitive personal information including the social security number, or date of birth in part or in whole.

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UH Account Management and Changes

• You must activate your UH account before you can use your UH Email
• After your UH account is activated, your email address is your UH username with @hawaii.edu (e.g. the username “johns” would have the email address johns@hawaii.edu)
• Your UH email account is used for important campus information and should be checked periodically.
• Departmental UH Usernames that are used on behalf of departments, are handled separately from individual accounts
  • To manage or request a Departmental UH Username, please visit www.hawaii.edu/its/id

Changes to Your UH Username

UH usernames are based on your legal name or chosen name as it appears on official UH 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 UH Username
• Your legal name or chosen name has changed and your UH Username no longer reflects your legal or chosen name

Your legal name or chosen name must be changed/updated at the appropriate UH office before requesting the username change. If your name has not yet been updated in official UH 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 legal name change in PeopleSoft. If you are only updating your chosen name, please reach out to your directory department contact (link)

See UH Executive Policy 7.302 (link) for more information on UH's Chosen Name policy.

If one of these situations apply to you, contact the ITS Help Desk (link) with your request to change your UH 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.). 

After you have made the request to change your UH Username, ITS will email you to confirm the request for a UH 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 UH Username. After ITS has received the reply from you, your UH Username will be changed to the new UH 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 UH 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.

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UH Account Privacy Policy

Under normal circumstances, email is considered private and is not subject to audit or review except as stated in UH Executive Policy 2.210: “Use and Management of Information Technology Resources”. UH Systemwide Policies and Procedures Information can be found by visiting www.hawaii.edu/policy.

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