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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.

New staff

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


How can I change my password?

See How staff can change their password for available options.

I have forgotten my password, what can I do?

If you have forgotten your network password, you can:

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.

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.

What are the requirements for my password to be strong enough?

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

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.

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 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

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.

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 is my account disabled?

Your account will be disabled if we have reasons to believe your account has been compromised. Alternatively, your account will be disabled if it goes 'dormant'.

If your account has been disabled, please contact the IT Service Desk

Dormant accounts

What happens if my account goes 'dormant'?

For security reasons, we will disable*:

  1. a new staff account (less than 12 months old) that has not logged on for six months since its creation, and is inactive in Microsoft 365;
  2. an older staff account (greater than 12 months old) that has not logged on for a period of twelve months, and is inactive in Microsoft 365.

*In line with the LIPC-approved rolling policy on dormant accounts.

Once an account is disabled, the associated Microsoft 365 license will enter a two-week idle period before being fully downgraded. No data loss will be incurred.

If you believe that your account has been marked dormant in error, or you have attempted to resume usage of your dormant account unsuccessfully, then please contact the IT Service Desk.

Change in 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 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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