The User Access Management (UAM) team provide access and support with all accounts at Monash. See the list below to learn more about how you can get access, update and manage your accounts.
What are custom accounts?
Custom accounts help support the University’s requirements for business units to function. These accounts are only available to Monash staff.
- A custom account can serve as a central point of contact for a faculty, department or team within the University.
- There are different types of custom accounts such as service accounts which fulfil a specific purpose.
- The UAM team will analyse the request and discuss the most suitable solution with you.
How to get access
Business rules
- Require supervisor approval through Service Desk Online, as well as a business case stating the purpose of the account. This will be reviewed by the UAM team
- May not be used for students, external parties (e.g. guests, visitors, vendors), any position (e.g. Dean of Medicine), access to the S Drive.
- Are not able to access SAP, Callista, TRIM or use CMS/Uniweb (Squiz) and Service Desk Online\Remedy
- Can have up to two owners (primary and secondary).
- Have a set expiry date on them upon creation. If the owner has left Monash University, the owner’s manager will need to request for the account to be deleted. Alternatively, requests can be made for transfer of ownership of the custom account, where the account is still required or still serving a business process. These are to be approved by relevant parties
- Should follow prefix: orgunit-servicename@monash.edu (refer to the Monash Policy on email address prefix). If an alternative email address is required submit your business case to the UAM team)
- That need to be modified or deleted need to be submitted to Service Desk Online by the account owner
- Passwords shouldn’t be provided to anyone other than owner of the account. However, under special circumstances, the account owner’s manager/supervisor can be provided with these details
- Are valid for three years by default, but can be renewed if necessary.
- UAM team may question the purpose of the existing custom account.
- If the Monash user policy or UAM business rules are breached, UAM has the right to block the account and offer an alternative solution for you.
- Users shouldn’t share usernames and/or passwords. If the user believes that passwords have been compromised, they should notify the Service Desk on ext 51777 immediately.
What are visitor accounts (external\EXT)?
Visitor (external\EXT) accounts are used for guests or visitors to Monash University for a short period of time. External accounts are valid for a maximum of six months at a time and can be renewed closer to the expiry date. These accounts can only be requested by Monash staff.
How to get access
Business rules
- External accounts can be used for visitors/guests to Monash University, visiting academics and students from other universities, vendors, events/conferences/symposiums.Lifespan of external accounts is a maximum of six months before renewal
- Password resets can only be performed when direct contact is made with the end user of the account (who the account is to be used for) and not the primary or secondary owner of the account
- External accounts can’t be used for the following purposes:
- valid Monash staff or students
- prospective Monash staff (e.g. awaiting their staff ID through HR)
- prospective Monash students (e.g. waiting to accept an offer)
- an individual on an ongoing or indefinite basis
- requests for an external account needs to be made by a Monash staff member (the Monash sponsor)
- external accounts are provided on an individual basis where possible (cases are analysed and assessed on a case by case basis by the UAM team)
- External email addresses need to be supplied for external individuals to get an external account.
What are unit code custom accounts?
Unit code custom accounts are setup for individual course subjects for lecturers to email students. These accounts can also be used when creating a YouTube channel so lecturers can make videos available online. These accounts can only be requested by Monash staff.
How to get access
Request a Unit Code custom account
Business rules
- The email address format of the unit code custom account needs to follow the example of: unitcode.campus-x@monash.edu
- Lifespan of a unit code custom account is one year by default and can be renewed.
- The owner of a unit code custom account could be the lecturer or unit coordinator as described in the Handbook.
What are Local Moodle accounts?
Local Moodle accounts allow academic and professional staff to log in with a student-like view for user experience testing purposes. This is the alternative solution for previously used student-like accounts no longer available to new staff.
How to get access
- Request access to a local Moodle account through Service Desk Online.
- If you already have access, log into your local Moodle account.
Business rules
- Requests need to be made by the staff member who needs the account.
- Monash staff are allowed one local Moodle account
- Educational designers are allowed up to five local Moodle accounts
- Local Moodle accounts can't be created for existing Monash students with a valid student account.
What is a shared mailbox?
- A shared mailbox can be accessed by one or more users (also known as delegates). A shared mailbox doesn’t require a full account with a username and password.
- Users can access a shared mailbox directly from their own Monash Gmail inbox.
- Shared mailboxes are created by the UAM team.
Shared mailboxes can’t be accessed through IMAP connections, they need to be accessed from a web browser. Once accessed, they don’t have Google Apps (such as Google Calendar, Google Drive, etc).
How to get access
Business rules
- The purpose of the request should be for access to email/mailbox only.
- The shared mailbox needs to be used for a shared position (e.g. reception) or team email of some description.