Username Creation and Changes

1.0 Overview

All members of the Hampshire community will be assigned a username to log into various computer systems and websites. For students, this occurs when they apply to Hampshire, whereas for employees, this occurs when they are hired. Guests, alumni, trustees, and others may have accounts assigned to them on an ad hoc basis.

2.0 Purpose

The purpose of this policy is to establish a framework for the creation and possible updating of usernames.

3.0 Scope

The scope of this policy covers:

• Usernames initially created for those needing access to Hampshire College resources such as students, faculty, staff, alumni, trustees, guests, and others.
• The updating of a username for any person who already has one.

4.0 Policy

4.1 General

All persons will have a username created for them based on their names (first, middle, last) as recorded by the College. If the person has a preferred first name on record at the time the username is initially created, the College will use that in place of the legal first name.

4.2 Student/Applicant Username Format

Students or applicants to Hampshire College will have a username assigned that is a combination of their initials and the two-digit year of entry at Hampshire. For example, Jane Betsy Doe entering in Fall 2015 would typically have the username jbd15 assigned to Jane. If that username was already in use for another person, various combinations of the name using additional letters would be used to create a unique username with possibilities including, but not limited to:

• jabd15
• jbed15
• jbdo15

4.3 Employee Username Format

Employees of Hampshire College will have a username assigned that is a combination of their initials and the department or school into which they are initially hired. For example, Jane Betsy Doe hired in admissions would typically have the username jbdAD assigned to Jane. If that username was already in use for another person, various combinations of that name using additional letters would be used to create a unique username with possibilities including, but not limited to:

• jabdAD
• jbedAD
• jbdoAD

4.3.1 Employee Email Aliases

Additionally, employees of the College are assigned an email alias typically consisting of their first initial and last name to make our email addresses more easily understood to the outside world. For example, Jane Betsy Doe would typically have the email alias jdoe@hampshire.edu assigned to Jane. If that alias was already in use for another employee, various combinations of that name would be used to create a unique email alias with possibilities including, but not limited to:

• jbdoe@hampshire.edu
• jabdoe@hampshire.edu
• jbedoe@hampshire.edu

Because an email alias is not used to log into computer systems, employees may request an update in their email alias or additional email aliases at any time. As with preferred names, the College reserves the right to decline a request for an email alias if it deemed that it is requested for misrepresentation. For example, a request from Jane Betsy Doe for the email alias vicepresident@hampshire.edu would be declined, assuming Jane was not a vice president at Hampshire College.

4.4 Other Username Format

Other people affiliated with Hampshire College will have a username assigned that is a combination of their initials and their affiliation to Hampshire. For example, Jane Betsy Doe with guest access would typically have the username jbdGU assigned to Jane. Similarly, Jane Betsy Doe as a trustee member would typically have the username jbdBOT assigned to Jane.  

4.5 Username Updating

Many members of the Hampshire community use names other than their legal names to identify themselves. As such, Hampshire has a well-defined preferred first name policy; see the Preferred First Name and Pronoun Policy for more information. Likewise, members of the Hampshire community may choose to change their names legally for any reason.

Any persons at Hampshire may request to update their usernames better to match the preferred name, or following a legal name change. Username update requests will follow these guidelines:

• All users must request a change in username themselves; we will not accept a request from another person.
• The request for the change in username must come from the person’s Hampshire account. We cannot accept requests from a person’s personal Gmail, Hotmail, Yahoo, or another non-Hampshire-provided email account.
• The respective username guidelines listed in this policy above would be followed, except we would use a person’s preferred name as recorded in the Hampshire College Directory to create the updated username.
• No students may remove or change the year of entry from their usernames.
• No employees may remove or change the department or school from their usernames.

For example, if student Jane Betsy Doe who entered in Fall 2015 later recorded a preferred first name of Sam, an acceptable request for username updating would be sd15.

Likewise, if employee Jane Betsy Doe hired in admissions later recorded a preferred first name of Sam, an acceptable request for username updating would be sdAD.

You can change your display name in your webmail settings. Log in to webmail, go to 'Settings,' click 'Identities,' select your name listed under 'Identities,' edit your 'Display Name' and then save. Do not edit the 'Email' field in your webmail identity. This will not change your email address and will most likely prevent you from receiving email replies and some future email messages.

4.6 Ramifications of Updating Usernames

The information technology department at Hampshire strives to make username updates possible while ensuring that our various computer and technology systems continue to function. There may, however, be limitations to the various systems we use and, in some cases, updating a person’s username may have negative or unknown consequences.

4.6.1 “Core” Services

Hampshire will ensure that username updates will work properly with our Core services:

• Email
• VPN
• Primary campus websites such as WWW, Intranet, Moodle, and TheHub

Messages sent to the former email address will be forwarded automatically to the updated address, but we strongly recommend reaching out to friends, family, professors, and businesses notifying them your email address has been updated.  You should ask them to update their records and address books to use the updated address going forward.

Other services provided to the Hampshire community should work properly but occasionally may experience technical difficulties. If you experience a problem with a system, you should notify IT promptly so they may determine if it can be resolved.  

4.6.2  External Systems

Third party and systems hosted outside of Hampshire College may or may not function as expected following updating of a username.

Systems such as Slate (admissions), HampEngage (formerly CollegiateLink), (Student Life), and Moodle at Smith College or Mount Holyoke College are examples of systems used by the College but are outside of our control. As such, we cannot guarantee how they will perform. If a person experiences trouble with one of these systems after a username is updated, the individual should notify the IT department at Hampshire so we may research the problem. That said, even with research we may be unable to resolve the problem due to our inability to make changes to systems we do not control.

5.0  How to Request Username Update

The request for an update in username must come from a person's Hampshire account and can be sent to helpdesk@hampshire.edu or the person may enter an IT Ticket if the user has access to ticketing.

Once a request is made, we will identify a mutually convenient time to update your username. At the time we agree upon, we will change your username in our systems. It will take a few minutes to take effect, so please allow 10 minutes for the changes to go through. Your password will NOT change, but you can choose to change your password anytime at http://password.hampshire.edu.

To ensure a smooth transition, you will have some settings changes to make after the username change is completed and we will provide guidance at that time. Your current username is likely stored and used in several places, and will need to be updated.