UH Email Account Practices

Online services are being offered by UH to make your university experience more convenient. A user account (username and password) is required for you to use any online service (such as registering for courses or checking email.) For UH, this user account is called your UH Username.

You must activate your UH Username before you can use your UH Email Account. (Note that this was called an UH Email Account previous to September 2004.) Please visit UH Username Practices to check on the eligibility requirements and the procedures on how to get your UH Username. After your UH Username is activated, your email address is your UH Username with @hawaii.edu (e.g. John Smith's email address will be johns@hawaii.edu) and will be referred to as your UH Email Account in this document. Your UH Email Account (username@hawaii.edu address) is used for important campus news and updates and should be checked periodically.

This document is in Q&A (question & answer) format. If you do not see answers to your questions, please contact the ITS Help Desk at (808) 956-8883 or toll-free from neighbor islands, (800) 558-2669 for assistance.


GENERAL INFORMATION

USING EMAIL

PASSWORDS

UNDELIVERABLE EMAIL

INSTRUCTIONAL OR ORGANIZATIONAL USES

OTHER QUESTIONS ABOUT EMAIL

ACCOUNT TERMINATION, SUSPENSION, OR BANISHMENT


GENERAL INFORMATION

What is a UH Email Account, and why would I want one?

Your UH Email Account is an easy and convenient way of using email services while you are at UH. Your account will have the @hawaii.edu domain ending so it is easy to remember.

There are a few important services that come with your UH Email Account to make communication through email safer. All email attachments will be scanned for viruses before they are delivered to your mailbox. While this protection will not prevent all computer viruses from getting to your computer, it will greatly reduce the risk. There is also a filter to prevent junk email, otherwise known as spam, from being delivered to your UH Email Account.


Who can get a UH Email Account?

You must be a faculty, staff, or registered student with University of Hawai‘i to obtain a UH Email Account. Emerti faculty and staff affiliates are also allowed. Your UH Email Account is your account for the duration of your career at the University of Hawai‘i. Please review the table below for examples of eligibility.

Email Account Type Duration of the account Where we get the information
Registered Student Until graduation Student Information System
Faculty Until termination of employment Office of Human Resources
Emeriti Perpetual, renewable annually by email reminder message President's Office
Staff Until termination of employment Office of Human Resources
Staff Affiliate 1 year, annually renewable upon request Dean or Director
Departmental Account 1 year, annually renewable upon request Dean or Director
RIO Account 1 year, annually renewable upon request Campus Center

Note: Non-Credit students. Due to the non-automatic creation of UH Usernames for non-credit students, there will be a nominal assessed fee to create accounts for programs that want their students to have a UH Username for email or access privileges. Previously, ITS was absorbing the costs, but regrettably now needs to pass on the costs. Fee is set at $10 per UH Username. For additional questions, please call the ITS Help Desk, (808) 956-8883 on Oahu or toll free (800) 558-2669 from neighbor islands, and ask to escalate to a staff member.

ref: http://www.hawaii.edu/its/email/emailpractices.html#whocangetone


Student: How do I get my UH Username?

You may request your UH Username online from the UH Account Management page by clicking on the "Get a UH Username!" link. Your account should be ready within six minutes. Most services, such as MyUH, will be available to you once your account is created. Your UH Email Account (@hawaii.edu) will be available for use after fifteen 15 minutes.

You will need to provide the following information to apply for an account:

After you have completed the form, use the Continue button to submit your request. The online request system will check the Account Management database for your full legal name and the information above. If your information is found within the Account Management database, you will be asked to create a password for your UH Username. You need to select two questions and furnish the answers for these two questions. In the future, these two questions will allow you to reset your password online.

Your password is very important and should not be taken lightly. Please remember that your password should be something that you will remember but others cannot guess.

Password Tips

  • Your password must be 8-32 characters long
  • You must use at least one upper case alphabetic character, one lower case alphabetic character, one numeric character, and one special character
  • Make it a habit to change your password frequently
  • Choose a password that is hard to guess. Do not use dictionary words, birth dates, or names
  • Make sure your password has nothing to do with the two questions and answers you provided when you initially set your password
  • Memorize your password and do not share it with anyone
  • Treat your password as you would treat any important confidential information about yourself

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#student


Faculty: How do I get my UH Username?

You may request your UH Username online from the UH Account Management page by clicking on the "Get a UH Username!" link. Your account should be ready within six minutes. Most services, such as MyUH, will be available to you once your account is created. Your UH Email Account (@hawaii.edu) will be available for use after 15 minutes.

You will need to provide the following information to apply for an account:

After you have completed the form, use the Continue button to submit your request. The online request system will check the Account Management database for your name and information. If your information is found within the Account Management database, you will be asked to create a password for your UH Username. You need to select two questions and furnish the answers for these two questions. In the future, these two questions will allow you to reset your password online.

Your password is very important and should not be taken lightly. Please remember that your password should be something that you will remember but others cannot guess.

Password Tips

  • Your password must be 8-32 characters long
  • You must use at least one upper case alphabetic character, one lower case alphabetic character, one numeric character, and one special character
  • Make it a habit to change your password frequently
  • Choose a password that is hard to guess. Do not use dictionary words, birth dates, or names
  • Make sure your password has nothing to do with the two questions and answers you provided when you initially set your password
  • Memorize your password and do not share it with anyone
  • Treat your password as you would treat any important confidential information about yourself

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#faculty


UH staff: How do I get my UH Username?

You may request your UH Username online from the UH Account Management page by clicking on the "Get a UH Username!" link. Your account should be ready within six (6) minutes. Most services, such as the SECE, will be available to you once your account is created. Your UH Email Account (@hawaii.edu) will be available for use after fifteen (15) minutes.

You will need to provide the following information to obtain your account:

After you have completed the form, use the Continue button to submit your request. The online request system will check the Account Management database for your name and information. If your information is found within the Account Management database, you will be asked to create a password for your UH Username. You need to select two questions and furnish the answers for these two questions. In the future, these two questions will allow you to reset your password online.

Your password is very important and should not be taken lightly. Please remember that your password should be something that you will remember but others cannot guess.

Password Tips

  • Your password must be 8-32 characters long
  • You must use at least one upper case alphabetic character, one lower case alphabetic character, one numeric character, and one special character
  • Make it a habit to change your password frequently
  • Choose a password that is hard to guess. Do not use dictionary words, birth dates, or names
  • Make sure your password has nothing to do with the two questions and answers you provided when you initially set your password
  • Memorize your password and do not share it with anyone
  • Treat your password as you would treat any important confidential information about yourself

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#staffgetacct


UH affiliate: How do I get my UH Username?

Before you can get your UH Username from the online request system, ITS requires a memo from your sponsoring UH department or office on departmental letterhead identifying you and officially requesting that you have access to UH services and resources.  The department's request should come to the Help Desk by way of a memo on departmental letterhead containing the following information:

  • Dean/Director/Department Chair signature authorizing the request on behalf of the department
  • New person's full name
  • New person's date of birth
  • Starting date for the new person's position
  • Ending date for the new person's position
  • Position title
  • Name and phone number of a department contact who can provide the new person's full SSN (if applicable)

Note: Disclosure of a person's full SSN is not mandatory, but is recommended; inclusion of the full SSN will allow for more accurate identification of a person's record and may prevent future service delivery issues.

A UH affiliate account expires after one year. Another memo will be necessary to extend the account one year.

Please fax this information to (808) 956-2108, or File Drop it to help@hawaii.edu.  Once your request has been reviewed and approved, you may request your UH Username online from the UH Account Management page and clicking on the "Get a UH Username!" link. Your account should be ready within six minutes. Most services, such as the SECE, will be available to you once your account is created. Your UH Email Account (@hawaii.edu) will be available for use after 15 minutes.

You will need to provide the following information to apply for an account:

  • your legal name (the name that you use on your student application form or employment form)
  • your social security number or UH Number (provided to your department when your request was approved)
  • date of birth
  • read and agree to the Executive Policy E2.210 and Chapter 708, Hawaii Revised Statutes

After you have completed the form, use the Continue button to submit your request. The online request system will check the Account Management database for your name and information. If your information is found within the Account Management database, you will be asked to create a password for your UH Username. You need to select two questions and furnish the answers for these two questions. In the future, these two questions will allow you to reset your password online.

Your password is very important and should not be taken lightly. Please remember that your password should be something that you will remember but others cannot guess.

Here are some tips on choosing a password:

  • Your password must be 8-32 characters long
  • You must use at least one upper case alphabetic character, one lower case alphabetic character, one numeric character, and one special character
  • Make it a habit to change your password frequently
  • Choose a password that is hard to guess. Do not use dictionary words, birth dates, or names
  • Make sure your password has nothing to do with the two questions and answers you provided when you initially set your password
  • Memorize your password and do not share it with anyone
  • Treat your password as you would treat any important confidential information about yourself

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#uhaffiliategetacct

USING EMAIL

I have a UH Email Account. How do I use it?

There are a number of different way to access your UH Email Account and the one that you choose should fit your needs. The following is a list of UH recommended methods of accessing your email. If you need the software for any of these methods, please select the links in the Examples of the software column. If you need instructions on how to install and use them, please go to Google@UH: What are the email server settings and how do I use Web Mail, POP, or IMAP client software?

Method Explanation Choose this method if... Examples of the software
Google@UH Gmail This is one of the most portable methods of accessing email because you can use a web browser from any where to access your email. you use email from many different locations especially in public computer labs. Google@UH Gmail requires only a web browser such as Internet Explorer or Firefox for Windows, or FireFox or Safari for Macintosh.
POP POP email clients use graphics and is easy to use. POP email client software will download your email messages to your local computer's hard drive and not leave any email messages on the UH email server. There is an option within POP email client software to leave email messages on the UH server but it will still download a copy of your email messages to the local computer's hard drive.
  • you will only use email from a single computer and have the POP email client software installed on that computer.
  • you don't have regular Internet access on your computer, and would like to read your email messages when not online.
Windows: Thunderbird or Outlook
Macintosh: Thunderbird or Mac Mail
IMAP IMAP email clients access email messages directly from the email server, and will not download your email messages to the local computer's hard drive like POP email clients do. They will display a list of your email messages on the server and will retrieve the entire email message when you select the message to be read. All of your email messages will stay on the UH email server. Most of the POP email clients can also function as an IMAP email client by changing the way the program gets the email. you need to use email from different locations and you have an IMAP email client software installed at each location. Windows: Thunderbird or Outlook
Macintosh: Thunderbird or Mac Mail

What are the email server settings and how do I use Web Mail, POP, or IMAP client software?

Google@UH Gmail

To access Google@UH Gmail, point your web browser to http://gmail.hawaii.edu. You will be prompted to enter your UH Username and Password. (To apply for a UH Username, visit this site: www.hawaii.edu/username.)

If the UH Username and Password are entered successfully, you should now see the initial Google@UH Gmail screen.

To end your email session, click on your email address in the upper right corner of the screen, and then press the Sign out button.

IMAP and POP

ITS has written documents that will walk you through the installation and configuration of email client software. You may obtain the documents and the software by download (PC or Mac ).

Note: Make sure you have enabled IMAP/POP in Google@UH Gmail before you continue, instructions can be found here.

You can configure mail using IMAP or POP in most third party email clients and mobile devices using the settings below.

How to configure IMAP:

If your device supports email via IMAP connection, you can connect the Google Apps email using the following information:

 

Incoming Mail (IMAP) Server - requires SSL: imap.gmail.com
Use SSL: Yes
Port: 993
Outgoing Mail (SMTP) Server - requires TLS: smtp.gmail.com (use authentication)
Use Authentication: Yes
Use STARTTLS: Yes (some clients call this SSL)
Port: 465 or 587
Account Name: your full email address (username@hawaii.edu)
Email Address: your full email address (username@hawaii.edu)
Password: your password

For more information on setting up a specific email client for IMAP, click here.

For Google's recommended IMAP settings click here. These settings will help optimize IMAP client performance.

How to configure POP:

If your device supports email via POP3 connection, you can connect the Google Apps email using the following information:

 

Incoming Mail (POP3) Server - requires SSL: pop.gmail.com
Use SSL: Yes
Port: 995
Outgoing Mail (SMTP) Server - requires TLS: smtp.gmail.com (use authentication)
Use Authentication: Yes
Use STARTTLS: Yes (some clients call this SSL)
Port: 465 or 587
Account Name: your full email address (username@hawaii.edu)
Email Address: your full Gmail email address (username@hawaii.edu)
Password: your password

For more information on setting up a specific email client for POP, click here.

 

Please note that if your client doesn't support SMTP authentication, you won't be able to send mail through your client using your Google Apps Mail address.

Also, if you're having trouble sending mail but you've confirmed that encryption is active for SMTP in your mail client, try to configure your SMTP server on a different port: 465 or 587.


How do I change my UH Email Account's settings?

Some things cannot be changed on your UH Email Account such as your UH Email Account's name. However, there are a number of options that you may change for your UH Email Account at the UH Username Management page . Options include:

  • changing your password
  • changing your secret questions and answers used to change passwords online
  • checking how much disk space you are using on UHUNIX
  • creating or disabling a personal webpage

ref: http://www.hawaii.edu/its/email/emailpractices.html#emailprefs


Can I change my UH Email Account's name?

Your UH Email Account name is based on your UH Username. UH Usernames are automatically assigned based on your legal name, as it appears on official UH records. Please read about UH Username changes

http://www.hawaii.edu/its/email/emailpractices.html#changemyaccountname


What is an email quota?

All Google@UH Email Accounts have an email quota of 25 GB.

When the email quota reaches close to full utilization, the quota indicator (below the list of messages in the Google@UH Gmail interface) will change from green to red. You will also see how much percentage of your quota you are using. When the email quota reaches 100% utilization, you will not be able to receive email messages.

Please note that email quota is separate from uhunix disk quota (personal web pages).


What are the privacy policies for my UH Email Account?

Under normal circumstances, email is considered private and is not subject to audit or review except as stated in UH Executive Policy E2.210: "Use and Management of Information Technology Resources" Section V: "Ownership and Disclosure of Information":

"Files stored on University systems may be subject to disclosure under the U.S. Freedom of Information Act or the Hawai‘i Uniform Information Practices Act. In addition, it is the policy of the University to cooperate with all legally empowered investigations initiated by law enforcement agencies when presented with a legitimate court order such as a warrant or subpoena. As has been made abundantly clear in highly publicized legal cases, this may include archives of electronic mail sent or received. In addition, the contents of files on University systems may be inspected in the context of a duly authorized University investigation."

ref: http://www.hawaii.edu/its/email/emailpractices.html#privacy


I need to send attachments. Can I send them?

Yes, you can send email messages with attachments. In order to maintain a reliable email service, there is a 25MB email message size limit. This means that any email message, including the attachments, that exceeds 25MB will not be sent or delivered. (Note: the 25MB includes the actual message itself, so attachment size can vary but a 14-15MB attachment is usually ok.) If you need to send larger files, please review our filedrop service at: http://www.hawaii.edu/filedrop   (The Help link is listed at top right.)


Are you filtering attachments?

Yes, to minimize the spread of email-borne virus attacks and in accord with "best practices," email attachments into or out of the email servers are scanned. Email attachments are scanned by Google servers.

Anti-virus scanning attachments

Gmail automatically scans every attachment when it's delivered to you, each time you open a message, and attachments you send to check for viruses. This helps to protect everyone who uses Gmail, and prevents the spread of viruses.

What happens if a virus is found?

If our system is unable to scan certain files, you'll see an error reading 'Oops... the virus scanner has a problem right now.' You'll have the option to try again later or to download the attachment at your own risk. Please note that if Gmail can't scan the contents of the file, we can't guarantee that it's safe to view.  About anti-virus scanning 

Some file types are blocked 

Gmail automatically scans every attachment when it's delivered to you, each time you open a message, and attachments you send to check for viruses. This helps to protect everyone who uses Gmail, and prevents the spread of viruses. 

If our system is unable to scan certain files, you'll see an error reading 'Oops... the virus scanner has a problem right now.' You'll have the option to try again later or to download the attachment at your own risk. Please note that if Gmail can't scan the contents of the file, we can't guarantee that it's safe to view.  Some file types are blocked


Are mailing lists available?

Mailing Lists are used to redirect mail to one or more addresses. LISTSERV allows list moderation, user-requested subscriptions, multiple list owners, and many more features. Owners of LISTSERV lists have more control of the list, but must take the time and effort to manage them. Lists can be managed via the website or through commands sent to the program in the body of an email message.

To request a LISTSERV list: http://www.hawaii.edu/its/services/listRequest

For more information about Mailing Lists http://www.hawaii.edu/askus/1067

ref: http://www.hawaii.edu/its/email/emailpractices.html#mailinglists

PASSWORDS

Student: I forgot my password. What should I do?

Please remember that your password is case-sensitive (i.e. this password Pa$sT3!E is not the same as pa$st3!e).

Online

If you do not remember your password or it is not working, you may be able to set a new password over the Web. When your UH Username was activated, you were asked to select two questions and provide the answers to these two questions. If you know the answer to these two questions, you may visit the UH Account Management page and select the Forgot Your Password link to set a new password. The new password could take up to 5 minutes before it is ready to be used.

In Person

If you do not remember your password and the answer to the two questions, you will need to visit a campus representative and show an official government issued photo ID (i.e. driver's license, state ID, or passport). The new password could take up to 5 minutes before it is ready to be used.

Student out-of-state, abroad, or those with medical hardships

You may file drop or fax in a request for a password reset. The request must include the following required documentation:

  • Full name (first, middle, last)
  • UH Username
  • UH Number
  • One government issued photo ID (i.e. driver's license, state ID, or passport)
  • Month/day of date of birth
  • Your telephone number

Please file drop the request to help@hawaii.edu OR fax the request and the required documents to the ITS Help Desk at (808) 956-2108. After your documents have been verified, ITS personnel will call you with the new password.

File Drop Procedures

  • Request must be sent directly to help@hawaii.edu as recipient.
  • Authentication must be enabled; it is disabled by default.
  • The comment/description section should include the user's name, reason for the request, and the SIMP ticket number.
  • The comment/description section should NOT include any personal identifying information such as UH number and MM/DD of date of birth.
  • Go to https://www.hawaii.edu/filedrop to file drop the signed memo.

 

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#studentforgottenpassword


Faculty: I forgot my password. What should I do?

Please remember that your password is case-sensitive (i.e. this password Pa$sT3!E is not the same as pa$st3!e).

Online

If you do not remember your password or it is not working, you may be able to set a new password over the Web. When your UH Username was activated, you were asked to select two questions and provide answers to these two questions. If you know the answers to these two questions, you may visit the UH Account Management page and select the Forgot Your Password link to set a new password.

In Person

You may visit any campus representative and show an official government issued photo ID (i.e. driver's license, state ID, or passport). They will assist you. The new password could take up to 5 minutes before it is ready to be used.

By File Drop or By Fax

Documents that you will need to provide for File Drop or fax if on campus:

  • One official government issued photo ID (i.e. driver's license, state ID, or passport)
  • Subject: Requesting UH Username password change
  • Legal Name (first, middle, last) of account holder
  • UH Username of account holder
  • UH Number of account holder
  • Month and day of date of birth
  • Campus telephone number of account holder

SAMPLE MEMO

File Drop copies of the required documents to help@hawaii.edu OR fax copies of the required documents to the ITS Help Desk (808) 956-2108 along with a campus telephone number where you can be contacted with the new password.

Faculty out-of-state, abroad, or those with medical hardships

Faculty who are out of state, abroad, or otherwise unable to fax in their request from a campus fax machine should ask their department to file drop or fax a copy of the SAMPLE MEMO with your information (Legal name (first, middle, last), UH Number, UH Username, and month and day of date of birth). In addition, the request must include a phone number for the requester (not the department) and the memo must be signed by the department's dean or director. This memo should then be faxed to the ITS Help Desk at (808) 956-2108.

File Drop Procedures

Memos must be signed by Dean/Director/Department Chair in ink, scanned, then sent via File Drop.

  • Request must be sent directly to help@hawaii.edu as recipient.
  • Authentication must be enabled; it is disabled by default.
  • The comment/description section should include the user's name, reason for the request, and the SIMP ticket number.
  • The comment/description section should NOT include any personal identifying information such as UH number or MM/DD of date of birth.
  • Go to https://www.hawaii.edu/filedrop to file drop the signed memo.

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#facultyforgottenpassword


UH staff: I forgot my password. What should I do?

Please remember that your password is case-sensitive (i.e. this password Pa$sT3!E is not the same as pa$st3!e).

On-line

If you do not remember your password or it is not working, you may be able to set a new password over the web. When your UH Username was activated, you were asked to select two questions and provide answers to these two questions. If you know the answers to these two questions, you may visit the UH Account Management page and select the Forgot Your Password link to set a new password.

In Person

You may visit any campus representative and show an official government issued photo ID (i.e. driver's license, state ID, or passport). They will assist you. The new password could take up to 5 minutes before it is ready to be used.

By File Drop or By Fax

Information that you will need to provide for File Drop or Fax if on campus:

  • 1 official government issued photo ID (i.e. driver's license, state id, or passport)
  • Subject: Requesting UH Username password change
  • Full Name of account holder
  • UH Username of account holder
  • UH Number of account holder
  • Month and day of date of birth of account holder
  • Campus telephone number of account holder

SAMPLE MEMO

File drop copies of the required documents to help@hawaii.edu OR fax copies of the required documents to ITS Help Desk (808) 956-2108 along with a campus telephone number where you can be contacted with the new password.

Staff out-of-state, abroad, or those with medical hardships

Staff who are out of state, abroad, or otherwise unable to fax in their request from a campus fax machine should ask their department to File Drop or fax a copy of the SAMPLE MEMO with your information (Legal name, UH Username, UH Number, and the month and day of date of birth). In addition, the request must include a phone number for the requestor (not the department) and the memo must be signed by the department's dean or director. It may then be faxed to ITS at (808) 956-2108.

File Drop Procedures

Memos must be signed by Dean/Director/Department Chair in ink, scanned, then sent via File Drop.

  • Request must be sent directly to help@hawaii.edu as recipient.
  • Authentication must be enabled; it is disabled by default.
  • The comment/description section should include the user's name, reason for the request, and the SIMP ticket number.
  • The comment/description section should NOT include any personal identifying information such as UH number or MM/DD of date of birth.
  • Go to https://www.hawaii.edu/filedrop to file drop the signed memo.

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#uhstaffforgottenpassword


UH affiliate: I forgot my password. What should I do?

Please remember that your password is case-sensitive (i.e. this password Pa$sT3!E is not the same as pa$st3!e).

On-line

If you do not remember your password or it is not working, you may be able to set a new password over the Web. When your UH Username was activated, you were asked to select two questions and provide answers to these two questions. If you know the answers to these two questions, you may visit the UH Account Management page and select the Forgot Your Password link to set a new password.

In Person

You may visit any campus representative and show an official government issued photo ID (i.e. driver's license, state ID, or passport). They will assist you. The new password could take up to 5 minutes before it is ready to be used.

By File Drop or By Fax

Documents that you will need to provide for File Drop or Fax if on campus:

  • One official government issued photo ID (i.e. driver's license, state ID, or passport)
  • Subject: Requesting UH Username password change
  • Full Name of account holder
  • UH Username of account holder
  • UH Number of account holder
  • Month and day of date of birth of account holder
  • Campus telephone number of account holder

SAMPLE MEMO

File Drop copies of the required documents to help@hawaii.edu OR Fax copies of the required documents to the ITS Help Desk at (808) 956-2108 along with a campus telephone number where you can be contacted with the new password.

UH Affiliate out-of-state, abroad, or those with medical hardships

UH Affiliate who are out of state, abroad, or otherwise unable to fax in their request from a campus fax machine should ask the UH department that they are affiliated with to File Drop or Fax a copy of the SAMPLE MEMO with your information (Legal name, UH Number, UH Username, and month and day of date of birth). In addition, the request must include a phone number for the requester (not the department) and the memo must be signed by the department's dean or director. This should then be faxed to ITS at (808) 956-2108.

File Drop Procedures

Memos must be signed by Dean/Director/Department Chair in ink, scanned, then sent via File Drop.

  • Request must be sent directly to help@hawaii.edu as recipient.
  • Authentication must be enabled; it is disabled by default.
  • The comment/description section should include the user's name, reason for the request, and the SIMP ticket number.
  • The comment/description section should NOT include any personal identifying information such as UH number or MM/DD of date of birth.
  • Go to https://www.hawaii.edu/filedrop to file drop the signed memo.

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#uhaffiliateforgottenpassword


I do not like my current password. How do I change it?

ITS recommends that you change your password periodically to ensure the security of your UH Username. Your password should not be easily guessed or associated with you like your name written backwards, your name, birth date or your telephone number. The security of your UH Username is in your hands and will depend on your password.

You may change your password online on the UH Account Management page . You will be asked to login with your UH Username and your current password. After you have logged in, you should select the Change Password link and you will be asked to provide your current password and a new password. Please note that the new password may take up to 14 minutes to be changed. If your new password does not work, you may still use the old one until the new one takes effect.

Here are some tips on selecting your new password:

  • Your password must be 8-32 characters long
  • You must use at least one upper case alphabetic character, one lower case alphabetic character, one numeric character, and one special character
  • Make it a habit to change your password frequently
  • Choose a password that is hard to guess. Do not use words from a dictionary, birth dates, or names
  • Make sure your password has nothing to do with the two questions and answers you provided when you initially set your password
  • A good way to build a password is to use the first letter of each word in a phrase that you would easily remember, using numbers and symbols if possible. For example, "One is the loneliest number by Harry Nilsson" can be used to build the password 1itl#bHN
  • Memorize your password and do not share it with anyone
  • Treat your password as you would treat any important confidential information about yourself

ref: http://www.hawaii.edu/infotech/uhusernamepractices.html#iwanttochangepassword

UNDELIVERABLE EMAIL

How are undeliverable email messages handled?

If the UH email server cannot deliver a message, the server queues the message, waits, and tries again to deliver the message. If the message cannot be delivered after several attempts, the original sender is notified that the message cannot be sent and no further attempts are made to deliver the original message.

The procedure for delivery attempts are as follows:

  1. The server will wait an hour from the original send date and time and will attempt to deliver the message again. If this fails, the server informs the sender that the message could not be delivered after an hour.
  2. The server will then wait 12 hours from the original send date and time and will attempt to deliver the message again. If this fails, the server informs the sender that the message could not be delivered after 12 hours.
  3. The server will then wait 24 hours from the original send date and time and will attempt to deliver the message again. If this fails, the server will inform the sender that the message could not be delivered.
  4. The server will then wait three days from the original send date and time and will attempt to deliver the message again. If this fails, the server will inform the sender that the message could not be delivered. At this point, the server stops trying to deliver the message.

In addition to the above schedule, delayed email delivery is attempted every 30 minutes, but for these attempts there is no message sent back to the sender should these attempts fail.

ref: http://www.hawaii.edu/its/email/emailpractices.html#handleundeliverable


Why would email not be deliverable?

Email will be undeliverable when the recipient does not have an email account on the mail server, the recipient is over his or her email quota, the email is greater than the maximum message size (25MB), or there is a problem with the sender's or recipient's mail servers. In rare occasions, there might be a network problem that hinders communication between mail servers. Email will normally be delivered without problems.

If an email is undeliverable, there are a few things to try:

  • Check for typos on the recipient's address.
  • Be sure that any attachments are not too large and are not being blocked or filtered by the recipient's mail server. You can find more information about attachment types being filtered by Google@UH here.
  • Check if there might be a problem with the sender's or recipient's mail servers.

Contact the ITS Help Desk for further troubleshooting and assistance with undeliverable email.

INSTRUCTIONAL OR ORGANIZATIONAL USES

My department or organization would like to get a UH Email Account. How do we request one?

There are times when a shared departmental or organizational UH Email Account is necessary to keep email organized and to help identify the department or organization to the world. UH normally discourages the sharing of UH Email Accounts because of security risks and the difficulty in managing a shared UH Email Account. In order to protect the integrity of the shared UH Email Account, only the owner of the UH Email Account will be allowed to give ITS instructions regarding this account.

 

Departmental UH Username

To request this type of account, fill out a Departmental UH Username Request Form available online. Departmental UH Usernames are active for one year and must be renewed annually to stay active. Departmental UH Usernames can only be requested by an active UH staff or faculty.

 

Registered Independent Organizations UH Username

Only officially recognized Registered Independent Organizations (RIO) are permitted a single email account to represent the RIO. To request an Organizational UH Username, fill out an Organizational UH Username Request Form available online. Organizational UH Usernames are dependent on your organization being registered with Student Life & Development (or your campus's equivalent) in order to be approved and remain active for subsequent years.

 

Making Changes to Departmental/Organization UH Usernames

Requests to make changes to existing usernames, such as changing owners, password resets, adding and removing authorized users should be made through the Manage ID section of the form. If you have any issues, please contact the ITS Help Desk at help@hawaii.edu.

 

Owners and Authorized Users

When creating your Departmental UH Username or Organizational UH Username you will be required to specify an owner and, optionally, several authorized users. Both owners and authorized users will have the ability to make various changes to the Departmental or Organizational UH Username.

 

Owners and Authorized users can:

  • Request a password reset
  • Request a change of ownership
  • Add/remove authorized users
  • Request a display name change
  • Request the deletion of the username (requires ITS Help Desk approval)

A notification email is sent to the owners and all authorized users when a change is made to, or requested for, an account. Individuals who need access to the account (i.e., Google@UH, UH Unix, etc.) need not be listed as authorized users. It is the responsibility of the account owner to control the dissemination of the account's password to other users who require access.

 

Departmental & Organizational UH Username Lifecycle

Departmental UH Usernames are subject to yearly renewals in order to retain access and continued use. A series of email reminders will be sent to the departmental username owners, authorized users, and the departmental username itself containing information regarding its expiration date, as well as instructions on how to renew. Unfortunately, should you fail to renew on time, your departmental UH username will be deleted along with any data stored on the account (including emails, attachments, documents, webpages, etc.).

Organizational UH Usernames will not need to physically renew as long as they register as an organization with their respective campus (http://www.hawaii.edu/askus/985). Unfortunately, should you fail to register your organization with your campus, your organizational UH username will be deleted along with any data stored on the account (including emails, attachments, documents, webpages, etc.).

 


I am an instructor; can I set up an account for my students to send email to?

There are times when a shared instructional UH Email Account is necessary to keep email organized and to help identify the department or organization to the world. ITS normally discourages the sharing of UH Email Accounts because of security risks and the difficulty in managing a shared UH Email Account. In order to protect the integrity of the shared UH Email Account, only the owner of the UH Email Account will be allowed to give ITS instructions regarding this account.

To request this type of account, fill out a Departmental/Organizational UH Username Request Form available online. Instructional UH Email Accounts are active for one year and must be renewed annually to stay active.

The following are the guidelines used to determine what constitutes a valid instructional UH username:

  1. Username will be at least 2 characters and at most 8 characters in length.
  2. Cannot be based on any one person's name or initials. Usernames must be generalized to the department, organization, class, or program. 
  3. Username will only consist of number and letter characters, and no special characters (i.e. ~!@#$%^&;*()_<>=-?/`{}][|:).
  4. Username must start with a letter. So, 2its is not a valid username.

Requests to make changes to existing usernames, such as changing owners, password resets, adding and removing authorized users should be made throught the Administrator's section of the form. If you have any issues, please contact the ITS Help Desk at help@hawaii.edu.

ref: http://www.hawaii.edu/its/email/emailpractices.html#classacct

OTHER QUESTIONS ABOUT EMAIL

Where can I get information about email spamming and how do I block it?

We all receive junk mail in our mail boxes everyday. Unfortunately, junk email has reached our email boxes as well. To help reduce the number of junk email, also known as spam email, that reaches your UH Email Account, ITS has implemented an anti-spam service. The anti-spam service is a hybrid of subscription services to organizations that combat email abuse such as MAPS (Mail Abuse Prevention System). For more information about spam, please visit http://www.hawaii.edu/askus/571.

Google@UH offers protection from Google's built-in spam filter. Messages that Google detects as spam will be placed in the Spam folder and remain for 30 days before being deleted. To block mail use the following instructions to create a filter.

http://support.google.com/mail/bin/answer.py?hl=en&answer=8151

 

To set up a filter, follow these steps:

  1. Click Create a filter under the search box at the top of any Gmail page.
  2. Fill in the appropriate fields with the filter's criteria, and click Next Step.
  3. Choose the action you'd like for these messages by checking the appropriate box. (In this case, we suggest checking Delete it.)
  4. Click Create Filter.

 


I accidentally deleted my email messages. Can ITS help me recover the email that I deleted?

If you can't find an email message(s), you should login to the Google@UH Gmail interface (see How do I logon and logout of Google@UH Gmail) and check the All Mail, Spam, and Trash folders. If you still can't find the message(s), you should perform a search. If the message cannot be found by a search, it has been permanently removed and cannot be recovered. There is no way to recover a message that has been permanently removed.

NOTE: Depending on your optional settings, your deleted messages might be stored in another folder in your mail program. Check your 'Trash', 'Deleted' or 'Deleted Messages' folders to see if the messages might still be within those folders. If so, move them to another folder to keep them.

If you use POP email client software, once your email is downloaded from the Google@UH email server to your personal desktop's hard drive, you have a local copy of your email. You can back up this file to a CD or DVD to obtain your own backup of your email. Similarly, if using specific IMAP clients e.g. Outlook or Thunderbird, there are ways to also keep a local copy on your personal desktop. information on how to obtain a local copy and creating backups of your own may be found in the article Email and your Quota.


How is email handled for a faculty or staff member that is unexpectedly out for various reasons, e.g. medical leave?

If a UH faculty or staff member unexpectedly goes out on leave and it is necessary to access their account for UH work the University has the right to authorize an email agent to access the person's account under emergency situations. With due authorization, the account of the faculty or staff member may be reset with a new password, and an authorized agent will be provided access to the account for University work.

The person who has full access to the person's email account is called the authorized agent. The person who gives the authorization is the Chancellor of the University or College where the faculty/staff works, or the President of the University of Hawaii for System employees.

The process for authorization of the agent requires the following: The Dean/Director/Supervisor notifies ITS of the event, submits a letter requesting emergency access with the required signature from the Chancellor or President to the ITS Help Desk, and ITS then changes the account's password. Should the Chancellor or President not be available, access cannot be granted to the email agent, but the auto-reply message can be requested by the Dean/Director/Supervisor while further approval is pending.

The letter requesting emergency access must contain the following information so that ITS can create an auto-reply message and ensure that no new email is accepted.

  1. Name of employee or staff (First Last)
  2. Date of leave
  3. Email address of employee or staff on leave
  4. Phone number of employee or staff on leave
  5. Text of the vacation message.
  6. Expiration date of the vacation message, if known
  7. 'Responsible party' in the unit to whom external correspondents can be referred, typically the supervisor, manager, dept chair, dean, director, etc. For this individual we need name, title and email address (must be an address on our email server, e.g. username@hawaii.edu.)
  8. 'Email agent', the person who is entrusted to go through the mail of the out-of-office staff to separate personal items from UH business materials. Often the 'email agent' and the 'responsible party' is the same person.

If only a vacation message is to be requested initially, the Dean/Director/Supervisor may authorize a vacation message be added to the account. There is no password reset or login of account by another person. Items 1 through 6 above are required for vacation messages. Requests may be made by emailing help@hawaii.edu or calling the ITS Help Desk at (808) 956-8883 on Oahu or (800) 558-2669 if calling from a neighbor island.

ITS will set the account for auto-reply and do-not-save-messages to the account of the staff on leave. Standard message (subject to change by Dean/Director/Supervisor) is:

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 

This is an automated message.

We are sorry, but First name Last name is away from the office from (date of start of leave) to (ending date - Month, Day, Year.) You may contact Responsible-First name Responsible-Last name, Responsible-Title, at responsible-email-address.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 

ITS will then change the password and phone it to the person specified as the email agent.

The email agent identified by department logs in and reviews all old email to identify any unread messages that require official action/response. These are either replied to or forwarded as appropriate based on context. Upon completion of the review and handling, agent should email ITS.

As of the date of leave, the account will expire by the end of the calendar year and then will enter the transition period. At the end of the transition period, the account will be terminated. However, when the person comes back to work before the expiration time, either they or the Department should notify ITS and we will do a password reset of the account. That person can then change the password.

Example of message: Firstname Lastname is away from the office. Please resend your email or call <authorized substitute employee> at <email address> or <phone number> for any University of Hawaii business.

ref: http://www.hawaii.edu/its/email/emailpractices.html#medicalleave

ACCOUNT TERMINATION, SUSPENSION, OR BANISHMENT

What happens to my UH Email Account when I graduate or leave UH?

Students, Non-retiring Faculty and Staff, and UH Affiliates

Students who are not registered for classes for consecutive (Fall, Spring) semesters, Faculty and Staff who leave UH, but are not retiring, and UH Affiliates whose affiliations expire, transition to the role of 'Ohana. 'Ohana will have a grace period of up to 180 days, during which they will continue to have full access to basic online services, unless there is a request to terminate the UH Email Account sooner, or because of violations to the acceptable use policy (http://www.hawaii.edu/infotech/policies/itpolicy.html). ITS will inform each individual via email when they begin the grace period and ITS will send periodic reminders throughout the grace period to help keep them aware of the approach of the end of the grace period. During the grace period, they will have the option to enroll in our 'Ohana online services, which will keep the individual's UH email account active and available.

After the grace period ends, if an individual has enrolled in our 'Ohana online services, their UH email account, along with all email messages and folders stored in the account, will continue to be available contingent on annual renewal of this enrollment. The UH email account, and all email messages and folders stored in the account, will be removed should an individual fail to enroll in 'Ohana online services prior to the end of the grace period.

Retiring Faculty and Staff, and Emeriti

Faculty and Staff who retire from UH, as well as Emeriti, are allowed continued use of their UH Email Account. Use of the UH Email Account is subject to an annual renewal. Email reminders will be sent to Retirees and Emeriti regarding their respective upcoming renewal deadline. For more details about basic online services for Retirees and Emeriti, see http://www.hawaii.edu/askus/933.


After I leave UH, how long before someone else gets my UH Email Account name?

As of Fall 2002, UH no longer recycles UH Email Accounts. This means that your unique email account would be reserved and not be allocated to any other person in the future.

If you have setup a first.last email alias, it will remain available to you for as long as you continue to annually renew your enrollment in 'Ohana online services. However, once you fail to renew your enrollment, your first.last email alias will be made available for reassignment to someone else.


How is email handled for deceased students?

In the unfortunate event that a UH student should pass away, the following procedure will be used by ITS:

  1. The appropriate Dean of Student Services notifies ITS of the event. The following information is required so that ITS can create an auto-reply message.
    • UH Username or UH Number of deceased
    • Name of deceased
    • Date of death
  2. ITS will set the account to auto-reply to incoming messages. The standard message (subject to change by Dean) is:

    This is an automated message:
    The email account is no longer available.

  3. ITS clears the password.
  4. As of the date of death, the account enters the grace period. At the end of the grace period, the account is deleted.

How is email handled for deceased employees and UH affiliates?

In the unfortunate event that an employee or UH affiliated person should pass away, the following procedure will be used by ITS:

  1. As of the date of death, the account enters the grace period.
  2. Dean/Director notifies ITS of the event and ITS will change the account's password. The following information is required so that ITS can create an auto-reply message and to ensure that no new email is accepted.
    • Name of deceased
    • Date of death
    • Responsible party in the unit to whom external correspondents can be referred, typically the manager, dept chair, dean, director, etc. For this individual we need name, title and email address.
  3. In addition, Dean/Director tells ITS who will be responsible for reviewing the email of the deceased to ensure that no official business is outstanding - the email agent. The email agent would be the person who is entrusted to go through the desk of the deceased to separate personal items from UH business materials.
  4. ITS will set the account for auto-reply and do-not-save-messages to the account of the deceased. Standard message (subject to change by Dean/Director) is:

    This is an automated message.
    We are sorry to inform you that First name Last name passed away on Month Day, Year.
    You may contact Responsible-First name Responsible-Last name, Responsible-Title, at responsible-email-address.

  5. ITS clears password and forwards it to the person specified in step 2 above (email agent).
  6. Email agent identified by department logs in as the deceased and reviews all old email to identify any unread messages that require official action/response. These are either replied to or forwarded as appropriate based on context. Upon completion of the review and handling agent can either delete all messages or ask ITS to do so.
  7. At the end of the grace period, the account is deleted.

ref: http://www.hawaii.edu/its/email/emailpractices.html#deceasedemployees


How do I terminate an employee's UH Email Account?

A department head or administrative officer can request a UH Email Account termination for an employee by making a formal request on departmental letterhead. The Dean, Director, or administrative officer's signature is required. Requests should be sent to ITS Account Administrator. Note: Submitting a termination request does not always immediately cut off access, please see below.

By Campus Mail:

Information Technology Services
ITS Help Desk
IT Center 101

By US Postal Service:

ITS Help Desk 
Information Technology Services
2520 Correa Rd, IT Center 101
Honolulu, HI 96822

When the termination is requested, it is possible that the individual using the UH Email Account has established additional affiliations with UH, such as becoming a student or becoming a faculty or staff with another UH department. ITS will research all termination requests in order to ascertain if there are additional affiliations by the individual. If there are no other affiliations, the UH Email Account will be flagged for termination. By default, the UH Email Account will go through the normal grace period. If access to the UH Email Account must be immediately cut-off, the letter must explicitly request this.

Note that termination of the UH Email Account is synonymous with termination of the UH Username.

ref: http://www.hawaii.edu/its/email/emailpractices.html#terminateemployee


What if my UH Email Account is suspended?

A UH account is provided to students, faculty, staff and selected affiliates to facilitate teaching, learning, research, service and administration. If it is proven that an account has been misused, the account may be temporarily suspended or permanently banished. During the suspension, you may not access your email and you may not request another UH Email Account or UH Username.

Each user is responsible for understanding applicable policies relating to account usage, for protecting their account password, and for ensuring that their account is never used by anyone other than themselves.

ref: http://www.hawaii.edu/its/email/emailpractices.html#suspended


What if my UH Email Account is banished?

In rare circumstances, UH or an affiliate organization may request that an individual be banished. Banishment is permanent, results in account lockdown, and prevents a person from obtaining a new UH Email Account or UH Username and all cooperating affiliated campuses and departments. Requests for banishment should be sent to the ITS Security team. Requests will require substantiating evidence and a full explanation of why banishment is recommended. Requests will be investigated before a final recommendation is made and implemented. Legal action is also a possible outcome of the investigation.

ref: http://www.hawaii.edu/its/email/emailpractices.html#banishment

ref: http://www.hawaii.edu/its/email/emailpractices.html

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Article ID: 563
Created: Fri, 17 Feb 2006 3:12pm
Modified: Wed, 09 Jan 2013 4:54pm