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Staff account information

Here you will find answers to the most common questions on staff accounts.

If your query is not answered here, please contact the IT Service Desk for more information.


Changing passwords

How can I change my password?

See How staff can change their password for available options.

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

How often do I have to change my password?

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.

Users with a new staff account must change their initial password within 30 days of the account creation. Thereafter, they must change their password every 180 days.

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.

How to create a strong memorable 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

Secure passwords are randomised combinations of characters, don’t use dictionary words or include part of your first name, last name, or username.

Forgotten passwords

I have forgotten my password, what can I do?

If you have forgotten your network password, you can:

Expired passwords

My password has expired, what can I do?

If your password has expired, you can:

  • Reset it using the Microsoft 365 - Self-service password reset tool
  • Using a Windows computer on the Trinity network, and press Ctrl+Alt+Del. Type your Trinity username and your expired password and follow the prompts to set a new password

Why does my password expire and what happens to my account when it does?

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

You will not be able to log in to the Trinity Network 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 services.

Webauthor passwords

Webauthor account password expiry

A webauthor account is only used by staff and postgraduates who are responsible for managing certain Trinity websites. Webauthor account passwords expire every 180 days. See our webauthor account passwords - common questions webpage for more details.

Account status

Locked accounts

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 10 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

To protect against potential hacking in to an account, if there are 10 consecutive unsuccessful attempts to login to the network within any 30-minute period, the account is automatically locked for the period of 4 hours.

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.

How do I unlock my account?

If your account is locked out, you can use the Microsoft 365 - Self-service password reset tool to unlock your account.

Expired accounts

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

Your computer account expiry date is set by Human Resources. You will be notified about a forthcoming expiry date at least 2 weeks in advance. On the day of expiry, your computer account and all associated accounts will stop working.

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 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.

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?

See removing Trinity software and settings.

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.

Disabled accounts

Why might my account be disabled?

For security reasons, your account will be disabled if we have reason to believe your account has been compromised. Separately, any new staff account that has not registered for Two Step Sign-In (TSSI) within 30 days of its creation will be disabled and have its Microsoft 365 licenses downgraded.

How can I get my disabled account re-enabled?

Please contact the IT Service Desk for assistance in getting your account re-enabled and its licenses standardized. You will be assisted in registering for TSSI, if applicable.

Dormant accounts

Why might my account be considered 'dormant'?

A staff account will be considered to be dormant if it does not sign into Microsoft 365 for a continuous period of 6 months.

What happens if my account goes 'dormant'?

If your account is considered to be dormant, its Microsoft 365 licenses will be downgraded. Your access to the Desktop versions of the Microsoft 365 apps will be restricted. You will still be able to access the Browser versions of the Microsoft 365 apps. No data loss will be incurred. This is in line with the LIPC-approved rolling policy on dormant accounts.

How can I get my 'dormant' account reverted to normal?

Please contact the IT Service Desk for assistance in getting your dormant account normalized.

New staff accounts

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

Account entitlements

Entitlements I receive with my account

Queries in relation to certain IT account entitlements e.g. if no email address has been provisioned or if you are not included on a departmental mailing list, may need to be directed to Human Resources.

Access to certain Trinity IT services is determined by the details in your record on the Human Resources system.  HR will be able to confirm your current coding on their system and the associated entitlements. In some cases your Head of Department may need to request further entitlements from HR on your behalf. Once your record has been updated on the HR system then your IT account and access to relevant IT services will be automatically updated within 72 hours.


Employment status

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.


Can I change my Trinity account username?

It is not possible to request that usernames be changed unless your personal details are entered incorrectly in Human Resources' records. In such cases, please contact HR.

If HR edit your record, please contact the IT Service Desk to have your username updated.


Can I set email forwarding on my account?

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

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