UH Username - Policy and Guidelines

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

UH Username Requirements

Before you can access UH's online services, you will need to meet the eligibility to create a UH Username using our established guidelines. 

UH Username 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

  User Type	Duration of Username Eligibility	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

Creating a UH Username - Rules and Guidelines

A valid UH Username must comply with the following rules:

• 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 UH Usernames:

• 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 Username Management and Changes

• You must activate your UH Username before you can use your UH Email.
• After your UH Username 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 UH Usernames.
  • 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 only under the following circumstances:

• There is a misspelling in your name which also appears in your UH Username, or
• 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 home campus 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 change will be processed within in 1-3 business days.

As part of the UH Username change process, ITS will perform the following actions:

• Your current password is moved to the new UH Username. Your password will not change.
• Your old UH Username becomes inaccessible. Logging into services after the change should be performed using your new UH Username.
• Emails and docs stored within Google@UH will be migrated from the old UH Username to the new UH Username. You do not need to manually migrate data stored within your Google@UH account.

As part of the UH Username change process, you will be responsible for:

• Notifying your contacts of your email address change.
• (Re)subscribing to mailing lists.
• Informing ITS of any issues to systems access after the username 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 old UH Username will configured by ITS such that email addressed to the old UH Username are automatically routed to the new UH Username for up to 30-days.

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UH Username 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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