Using your ITS Account
Once you have an ITS Account, you are responsible for:
- Complying with regulations governing the use of University computing facilities
- Ensuring that your password complies with the University's password guidance
- Ensuring that only one person uses an ITS Account, to ensure traceability and accountability
Looking after your account
- Follow the guidance on keeping your ITS Account secure including making use of two-step authentication
- What to do if you have forgotten your password or wish to change it
- What to do if you want to change your preferred name
- What to do if you change your name or title
- Staff – what happens when you change department
- What happens to your account when you change status (of student/research/staff) at the University
Other resources and services
You may be interested to learn more about online resources and services available to you at the University, including:
Email accounts are provided to all members of the University (staff and students) and are hosted by Microsoft's Office 365 service. This includes webmail, which you can access at webmail.warwick.ac.uk, and ‘resource accounts’ – non-personal accounts used particularly by administrators in departments and services.
The Library catalogue includes electronic journals, databases and publications.
Free IT training courses for students and staff, one-to-one training for students and staff, and new staff inductions.
Tools for University members to publish and share information online without requiring specialist skills or software.
Software for students and staff to download (subject to licensing) and applications on standard IT Services desktops.
Recording and production services, lecture capture, video and telephone conferencing, and help operating or setting up equipment.
Computer work areas for use by staff and students, including rooms for teaching purposes which staff can book.
IT Services Help Desk
You can order a service online via the Service Catalog. If you wish to report a fault, get help with an IT-related issue or ask a question, you can do so by using the online Help Desk or by telephoning 024 765 73737.
View a full list of services and support provided by IT Services.
Note: Applicants who have registered for an ITS account early, will not be able to access the full range of services until they have fully enrolled at Warwick.
Changes to preferred name and email alias
If you declared your preferred name before you joined Warwick, we will reflect this in IT systems and use this preferred name to construct your email alias (an address to receive email). The name registered in the ‘preferred name’ fields in SITS (students) or HR (staff) will be the name shown in the global address book and Single Sign-On applications.
For example: Li Zhang has a preferred name of Alison. Her display name in the email address book is Zhang, Alison and her email is email@example.com.
Changing your preferred name
If you're a student, you can change your preferred name in the Student Records system:
- Go to warwick.ac.uk/evision.
- Go to the My Data page.
- Follow the Edit my personal data link at the right-hand side and update your preferred name.
If you're a staff member and want to change your preferred name, please contact your local HR representative or email hr dot services at warwick dot ac dot uk.
IT systems will display your preferred name, including the global address book, within 24 hours.
If the first letter of your preferred name is the same as the first letter of your legal name, your email alias will not change. For example, Annette Kurten wishes to be known as Anne Kurten. Her name in the global address book will change from Kurten, Annette to Kurten, Anne – and her email alias firstname.lastname@example.org (or whatever it is currently) will not change.
If the first character of your preferred name is different to the first letter of your legal name you'll receive an extra email alias. For example: Kim Smith wishes to be known as Michelle Smith. Her name in the global address book will display as Smith, Michelle and she will receive an extra email alias email@example.com.
If you want to use your new email alias as your main email address (which is displayed on your outgoing email) please request this via the ITS Help Desk. You will continue to receive any email sent to your old alias.
Changed name or title
What you need to do to amend your ITS Account details if your name or title has changed.
After their records have been updated, contact the IT Services Help Desk and advise us of the change. We'll look out for the changes from the Academic Office/Human Resources coming into the IT Services systems (as some details will be updated automatically). The IT Services Help Desk can then change the rest.
What happens when staff move to another department?
You should be able to keep your existing ITS Account. We'll update related permissions for you to access services in your new department. Please note that there can be exceptions to this if you are moving from or to a department that assigns and manages it own IT accounts. Typically, the process is:
- Once HR have been notified of the change of department, they will make the necessary changes in their systems.
- This will feed through to us in IT Services. You'll receive an email about the change and we'll create an IT support call on your behalf.
- We'll update your permissions and assign you to a new file storage area. You'll then have access to the necessary materials in your new department.
What happens to my ITS account when I change my status (of student/research/staff) at the University?
Your username reflects your current status within the University (student, research, staff) so yes, it will change if you transfer between student status, research status and staff status. If you become both a current student and a member of staff, then you will most likely have two active usernames, one for your student work to access materials as appropriate and the other for your staff work to access departmental materials. These two usernames will continue to be separate accounts to acknowledge the different lifecycles of student and staff roles.
Keeping your ITS Account secure
Please observe the following guidelines:
- Remember to log out of your ITS Account or email when you have finished.
- If possible, avoid writing passwords down.
- Never speak your password aloud at any time, especially in public.
- Do not reuse your password on different websites.
- Choose a password that is difficult for someone to guess but easy for you to remember. It's better to go for a longer password than to worry about substituting symbols that you might forget into a short password. A good method for creating a secure password is to construct a long, memorable passphrase from a number of words. For example:
- If you suspect that someone else knows your password, change it immediately.
- Use two-step authentication.
- Set your security information.
Please see the ITS Security Service for more information about raising an investigation if an ITS Account has been misused.