JCU - Information about your Central ITR Account

This document explains various aspects about how Information Technology and Resources accounts are managed and maintained.

GENERAL INFORMATION

Full-time, part-time or casual employees are automatically allocated a staff Computer Account Code as soon as Human Resources enter the position data into the Human Resources Management System (HRMS) database. Password Information is mailed out by internal mail.

Student accounts are generated from the Student Admissions (STUDENT) Database information. Account details are printed on the confirmation of enrolment form. If you do not go through that process, you must request your account details from InfoHelp located on the first floor of the Library Buildings in Townsville and Cairns.

All accounts other than external and delegate accounts are automatically generated and maintained by overnight processing. This overnight processing uses relevant database information to disable, create or update details relevant to your ITR account. Please be aware that this processing relies on database information supplied from the human resources and student databases.

If you encounter any of these problems :-

Your account is not yet created
Your electronic mail address changes or is not correct
Variation in subject enrolment
Changes to your "ph" entry see conditions below)
Post-Finishing accounts (see conditions below)

please contact InfoHelp.

Electronic Mail Address:
Your electronic mail address is constructed on a First_Name.Surname basis by using information from the databases. Students may only query the correctness of the Surname whereas staff may also have Human Resources assign a Preferred_Name to be used instead of the First_name default. Any requests by staff to assign a Preferred_Name should be sent to ph.correction (which delivers to Human Resources). After you have been notified of the change, your old electronic mail address will no longer function.

Your "ph" entry:
Your electronic mail address as shown by "ph" will be changed if you change your Preferred_Name for any reason.

eg. If your name in the staff/student database was

William Bloggs

Then your default email address for student or staff would be

William.Bloggs@jcu.edu.au

If you were a staff member you could choose to change your preferred name to

Bill

And your new Staff Electronic Mail Address would be

Bill.Bloggs@jcu.edu.au

Account Status:

In certain cases accounts may be disabled. If you find that your account has been disabled, you should contact InfoHelp.

There are a number of reasons why your Computer Account Code may be disabled. A staff Computer Account Code will be disabled according to the position termination date as recorded in the Human Resources database. That information is controlled by Human Resources. A student Computer Account Code will also be disabled when Student Admissions records that you are no longer a student of the University.

Possible reasons for any account being disabled are:-

You are no longer a student or employee at James Cook University (Students - see below).
You have changed or are changing your employment or student status.
Your account is subject to disciplinary action. See Policies & Procedures at http://www.jcu.edu.au/office/itr/policies.

You may have to wait for the creation or re-enabling of your Computer Account Code, as this requires Student Admissions or Human Resources to enter your data into their databases.

In collaboration with the Human Resources we have endeavored to address any delays that staff may have with reference to their Computer Account Code being unavailable for use.

Account Lifespan:

Undergraduate Student Accounts:: The accounts of Undergraduates are current for the year of enrolment.
Postgraduate by Coursework Student Accounts:: The accounts of Postgraduates by Coursework are current for the year of enrolment.
Postgraduate by Research Student Accounts:: The accounts of Postgraduates by Research are current for:
the year of enrolment;
further to the end of the year following the last enrolment;
further for at most another year post their thesis submission date.

Extensions:

Extensions of Student accounts are handled by application for 'Post-Finishing'. Applications will be dealt with on an individual basis, but will not normally be extended for more than one month from the HECS Semester 1 Census date unless there are extenuating circumstances and School/Office approval is received.

Staff members accounts are current until their appointment expires. Staff accounts receive a 30 day grace period after their appointment expires to finalise any outstanding email and set up a forwarding address. After the 30 day grace period the account will be disabled. The forwarding will last for 6 months after the disabled date.

Extensions:

Extensions of Staff accounts are handled by application for 'Post-Finishing'. Applications will be dealt with on an individual basis, but will not normally be extended for more than one month post the grace period unless there are extenuating circumstances and Departmental approval is received.

All other requests for extension should be made using the
Delegate Account Registration website at:
http://www.jcu.edu.au/office/itr/eforms/delegateaccount.html

OR for recurring external accounts (Honorary or Visiting scholars) using the

External Account - User Registration Form at:
http://www.jcu.edu.au/office/itr/eforms/externalaccount.shtml

Notes:

An external or delegate account is sponsored by the nominating School or Faculty by way of a fee against a University Charge Code.
After the HECS Semester 1 date of the year, students with enrolments in the previous year will NOT be able to pay at the cashier as they are no longer enrolled. They therefore require a sponsor.