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JCU Computer Account Information

This document explains various aspects about how JCU computer accounts are created, managed and maintained.

GENERAL INFORMATION

Computer accounts at James Cook University are created and maintained via the Universities Identity Management System (IDM).This system provides account and password synchronisation across the majority of the computing and communication services in place at the University.

Identity data is drawn from both the Human Resources and Student Management Systems and matched to provide a single identifier for each individual. Account status, lifespan and access to systems is a superset of all access calculated from Human Resources and Student System information.

New full-time, part-time or casual employees are automatically allocated a JCU Computer Account as soon as Human Resources enter the position data into the Human Resources Management Information System (HRMIS). Password Information for new staff accounts is mailed out by internal mail.

Student accounts are generated from information Student Management System. For new students, account details are issued as part of the GetStarted online process. 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 account processing. This account processing uses relevant database information to disable, create or update details relevant to your JCU Computer account.

Please be aware that this processing relies on database information supplied from the Human Resources and Student Management Information Systems and in some cases, can only be updated via overnight processing.

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 as your first point of call. This will ensure that a call is raised and that the problem is tracked and escalated should that be required.

Electronic Mail Address :

Your electronic mail address is constructed on a First_Name.Surname basis by using information from the databases.

As part of their employment staff are given access to an @jcu.edu.au account to manage their business email, calendar, contacts and tasks. This account is provided for all business related communication for the duration of employment at JCU. All incoming and outgoing email for this business account is archived which provides the protection of any information in the event of loss and ensures that business related email is archived, searchable and recoverable to address legislative record keeping requirements.

All Staff, Students and Alumni are given an “@my.jcu.edu.au” email address.The intention is that this account is used for student or in the case of staff personal communications, and allows a mechanism for Alumni to keep their affiliation with the University for life.

Students may only query the correctness of their Surname whereas staff may 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 / william.bloggs@my.jcu.edu.au

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

Bill

And your new Electronic Mail Address would be

bill.bloggs@jcu.edu.au / bill.bloggs@my.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 JCU computer account may be disabled. A staff members JCU computer account will be disabled according to the position termination date as recorded in the Human Resources Management Information System. That information is controlled by Human Resources.

A student JCU computer account will be disabled when Student Admissions records that you are no longer a student of the University. In all cases if there are any problems contact InfoHelp in the first instance.

Possible reasons for any account being disabled are:-

  • You are no longer a student or employee at James Cook University;

  • You have changed or are changing your employment or student status;

  • Your account is subject to disciplinary action. See Usage Guidelines and Penalties;

  • Your account may be under suspicion of being compromised, stolen or hacked;

You may have to wait for the creation or re-enabling of your JCU computer account, 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 JCU computer account being unavailable for use.

Account Lifespan:

Undergraduate Student Accounts:

The accounts of Undergraduates are current for the year of enrolment, and are extended for 6 months after course completion.

Postgraduate by Coursework Student Accounts:

The accounts of Postgraduates by Coursework are current for the year of enrolment, and are extended for 6 months after course completion.

Postgraduate by Research Student Accounts:

The accounts of Postgraduates by Research are current for:

  • The year of enrolment, and are extended for 6 months after course completion.

  • 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.

Permanent Staff accounts receive a 30 day grace period after their appointment expires to finalise any outstanding email. After the 30 day grace period the account will be disabled.

Casual Staff accounts receive a 6 month grace period after their appointment expires to allowing for continuing access during unpaid periods. After the 6 month grace period the account will be disabled.

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:
Delegate Account Registration Form

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

External Account - User Registration Form

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.