Staff Account Information

Here you will find answers to the most common questions on staff accounts and passwords. If your query is not answered here, please contact the IT Service Desk for more information.

Password Questions

Account Questions

Password Questions

Why do I need to change my password?

Passwords are often broken, stolen or cracked without the knowledge of the victim. For instance, this can happen as a result of a phishing email or through malware.
Very often stolen passwords are not used immediately. If you change your password regularly, even if your password is somehow stolen, the thief does not have the opportunity to use it.

For security reasons, staff must change their password every 180 days. An automatic email notification will be sent from IT Services 14-16 days in advance of password expiry.

Download and view our helpful Staff Password Managment guide

Click on the boxes below to expand for more information:

How can I change my password?


Using a Windows computer on the Trinity network

To change your password using a Windows computer connected to the Trinity network:

  1. On the keyboard, press Ctrl+Alt+Del
  2. Type your Trinity username and your expired password
  3. You should see a notification that your password is expired, click OK
  4. Type the Old Password, then the New Password and confirm it

Using Trinity Password Manager:

Trinity Password Manager is a web-based service for staff, all staff can use this to change their password.
Click the link for instructions.

  • Manage My Passwords to change your password if you know your current password or if it has expired
Once activated, they will also have the following options available on log in:

How can I set a secure password?

To ensure your password is secure it must follow the below regulations:
  • be at least 8 characters long
  • have a mix of upper and lowercase characters
  • include at least one numeric character OR a special character such as ! @ $ % * _ - + = ~
  • not include £ € : ? | space
  • not include part of your first name, last name or username
  • not be the same as any of your previous 24 passwords

Good to know: your password can only be changed once in any 24 hour period

Download and view our helpful Staff Password Managment guide

Why does my password expire?

If you have not changed your password when directed, it will expire to ensure your credentials cannot be compromised.

How do I reset an expired password?


Using Password Manager

You can reset your password using Password Manger.
To use this service you must activate it prior to password expiry. More information on this service can be found in the following link: Password Manager - Staff information

Using a Windows computer on the Trinity network

To reset an expired password using a Windows computer connected to the Trinity network:

  1. On the keyboard, press Ctrl+Alt+Del
  2. Type your Trinity username and your expired password
  3. You should see a notification that your password is expired, click OK
  4. Type the Old Password, then the New Password and confirm it

What happens if my password has expired?

You will not be able to log in to the Trinity Network on a PC/Mac, or access your email.
Password expiry does not relate to account expiry i.e. if your password expires there is no adverse effect on your email or computer account, they have not been closed- you simply have to set a new network login password to regain access to all your IT facilities.

Webauthor account password expiry

A webauthor account is only used by staff and postgraduates who are responsible for managing Trinity websites. To ensure a high level of security on the Trinity web server, users' webauthor account passwords expire every 180 days. See our page on how to set a new webauthor password if it has expired.

Password forgotten, what can I do?

If you have forgotten your password, there are two things you can do.
  • You can reset your password using Password Manager, you must have activated the service prior to using it to restore a forgotten password.
  • You can come in person to the IT Service Desk on the ground floor of Áras an Phiarsaigh and we will unlock your account here. Remember to bring your valid staff card.

 

Account Questions

I am a new staff member, how do I get access to my Trinity network username & password?

The steps to get your username and initial password are outlined in the New Staff Member information

I am hiring new staff, what can I do to ensure their network login & password are available?

Ensure your new staff member has returned all employment paperwork to HR as soon as possible, the process is outlined in the New Staff Member information

I am finishing in Trinity, when will my account expire?

Your staff computer account expires automatically 2 weeks after your contract end date set by Human Resources.

Click on the questions below to expand for answer.

Will I receive notification that my IT computer account is expiring?

You will be notified about the forthcoming computer account expiry at least 2 weeks prior to the date. On the day of your account expiry, your computer account and all associated accounts will stop working. The two week notice period between your contract end date and your computer account expiry gives you time to contact Human Resources. Human Resources will need to update your records, if your contract is pending a renewal. Staff whose accounts are due to expire are advised to backup data held on Trinity servers.

The computer account expiry process is automated. If your records are not updated by Human Resources during the two week notice period, your account will expire.

How do I get my IT computer account reactivated?

Human Resources is the first point of contact for computer account reactivation queries because the expiry date is tied to your contract end date. Human Resources manage this information.

How do I get my status changed from staff to student or vice versa?

Your staff account cannot be merged with your student account. You will receive a new student number and also a new Trinity computer account and email address. Your student account does not inherit the privileges of your staff account.

You should note that if you are continuing as a member of staff, you will have two separate accounts.

Change in payroll status casual/part-time/full-time (staff)?

If you change status on the payroll and are issued with a new staff username, you will not be able to retain your old staff username

You will receive a new staff number and also a new Trinity username and email address. You are obliged to use the new username and email address.

What should I do to save any files I have on Trinity IT systems or OneDrive?

It is vital that you create a copy of any personal files you wish to keep as you will not be able to access files saved on the Trinity IT systems after your Trinity computer account has expired; this includes anything that you have saved to your OneDrive.

Backing up, or copying, of files must be done prior to the account expiry date.

Can I request that my files be retrieved after my account expires?

Unfortunately, we will not be able to retrieve any files subsequent to the expiry date of the accounts.

My personal computer connects to the Trinity data network, how do I remove the settings?

That's no problem. We have some steps for you to follow here: Removing the settings from computers that were connected to teaching and research network.

Can I set email forwarding on my @tcd.ie account?

While your Trinity computer account is active you can set email forwarding to another email address. However, once your Trinity computer account has expired the email forwarding is discontinued.

Why is my account locked out?

In some cases your computer account can become 'locked out'. There are several reasons why this can happen:

  • You enter your password incorrectly 15 times
  • An application which stores your Trinity network login password tries to login multiple times unsuccessfully
  • Someone tries to access your account without your knowledge

For these reasons, and to help with IT security, your account may become locked..

How do IT Services Administer lockouts?

To protect against potential hacking in to an account, if there are 15 consecutive unsuccessful attempts to login to the network within any 30-minute period, the account is automatically locked for the period of 4 hours.

How do I unlock my account?

If you need to unlock your account here are the options available to you:

  • You can unlock your account by using Password Manager but only if you have already registered for this service.
  • You can come in person to the IT Service Desk on the ground floor of Áras an Phiarsaigh and we will unlock your account here. Remember to bring your valid staff card.

What if my account is repeatedly locked out?

We will need to investigate the problem in more detail. If your account is repeatedly locked out, please contact the IT Service Desk and be prepared to provide the following information:

  • The exact lockout times.
  • List devices you are using on the Trinity data network.
  • List applications that are using your Trinity network login password.
  • Try to recall if you have revealed your password to anybody either in person or via web.

My account has been disabled, why did this happen?

Your account will be disabled if we have reasons to believe your account has been compromised. If your account has been disabled, please contact the IT Service Desk

 

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