Natalie Kinchin-Williams, 19 May, 2026


Making Honorary and Emeritus account requests

From 1 June 2026, all requests for:

  • Honorary / Emeritus IT accounts
  • Email alias requests
  • Laptop requests
  • Access to shared filespace, drives, systems, or documents

must be submitted via MyHR. Requests will no longer be accepted directly by IT Services outside of this process.

 

What you need to know before your staff account closes

Your existing staff IT account will close on your last day of service. Once closed:

  • You will no longer be able to access emails, OneDrive, files, or University systems
  • Access cannot be restored


Your responsibilities before leaving

Please ensure that:

  • Any personal documents, data or emails you wish to keep are saved to alternative media
  • All business-related data, documents and relevant emails are securely transferred to an appropriate University location
  • Data is accessible only to relevant colleagues and managed in line with University retention schedules

Failure to do this may result in loss of access to critical business information.

 

 

After your Emeritus / Honorary appointment starts

You will receive a new IT account for your Honorary or Emeritus appointment. This includes:

  • A new IT username and email address
  • A new password
  • Access to University computing facilities (email, calendar, filespace, printing, etc.)

 

 Please note: OneDrive storage will be less than your current staff allocation. Your Honorary account is entirely separate from your former staff account and cannot inherit access automatically. Your new account will give you access to Microsoft 365 web applications.


Account Setup Timeline

14 days before your Honorary start date, IT Services will send:

An email containing your new IT username

  • A separate email containing a temporary password and links to register for Multi Factor Authentication (MFA) and to the password reset portal

You must:

  • Register for MFA
  • Log in to the password reset portal
  • Reset your password
  • Begin updating contacts, journal accounts, and external services with your new email address

 

Email Alias & Continued Access Request

If required, you may request the following via MyHR:

 Email Alias

  • Request to link your former staff email address to your new Honorary account
  • Must be approved by your Head of School or Director and the Director of Digital and Information Services
  • Approved only in very limited circumstances

 Access to systems or shared files

  • Applicable only where a continuing professional relationship with the University exists
  • Must be requested via MyHR
  • Requires approval by the Head of School or Director and the Director of Digital and Information Services
  • Existing access will not automatically transfer to your new account All requests are subject to the approval process defined in the

Guidance on the transfer of data to Honorary Accounts .

 Information Security & Mandatory Training

All UoA IT Account holders are required to:

 The Information Security (incorporating Data Protection) Training Course is mandatory

  • Must be completed within one month of starting your Honorary appointment
  • Must be completed annually thereafter
  • Training should be prioritised as soon as IT access is granted
  • Training can be accessed using your credentials once you have received them. The course can be accessed here: Information Security and Data Protection Training.

Access may be withdrawn if conditions are not met.

 

 

Frequently Asked Questions

When will I receive my new email address?

You will receive your new IT username and temporary password 14 days before your Honorary start date.

Can I keep my existing staff IT account?

No. It is not possible to retain or extend your staff IT account beyond your last day of service.

Will access to my existing staff account transfer automatically to my new account?

No. All access to systems and files shares that you used with your staff account will be revoked. Access can be requested for your Honorary account via MyHR and will be approved where applicable.

Who do I contact if I can’t access my new account?

Please contact the IT Service Desk