Computer Accounts (For Staff)

New Computer Accounts Notification

With effect from 6 Jan 2022, Google accounts, one to access the G Suite for Education (username@friends.eduhk.hk) and the other on the student account domain (username@s.eduhk.hk ), are no longer created to new staff members automatically. Users of these Google accounts are reminded of the disk quota that took effect in 2022 below.

Changes to the Google Workspace for Education Terms of Service

Google has implemented an inactive account policy within the Google Workspace of Education Terms of Service. Accounts, i.e. @s.eduhk.hk and/or @friends.eduhk.hk accounts, that have not been accessed or logged into within a two-year period will be deleted, and all associated data will be removed. Deleted accounts and associated data cannot be restored. To avoid loss of access or data, we strongly recommend that you log into your @s.eduhk.hk and/or @friends.eduhk.hk accounts at least once every two years.

*Colleagues with learning and teaching needs can apply for an account on the student account domain by completing F043 Application for the Google account for Staff (EdUHK system, opens in new tab) and the application will be handled individually.

Staff Accounts 

Staff computer accounts have the following name conventions:

Network and email accounts for staff will be created automatically. Information regarding the account usernames and initial passwords will be sent to users through internal mail. Note that all staff use ONE username and ONE password for all network services, including network and email services.

For UNIX account, one can apply through here, which is available at Staff > Office Automation > Computer Accounts.

Disk Quota 

Different network services allow users to save files or emails on our servers. Information saved on the servers can be accessed through network-connected PC. To ensure a fair use of our resources, there are storage quotas for different network services as shown in the following table.

Disk space on the network are precious computer resources. Users must check and remove any obsolete files or emails regularly. If there are legitimate reasons for increasing the disk quota, please complete the Additional Disk Quota Application Form (EdUHK website, opens in new tab).

* Though the maximum outgoing email message size for staff members is 20MB, whether the recipient can get it will depend on the receiving email server. Please note that many free email services, such as Yahoo! Mail and Gmail, allow users only to receive emails up to 10MB in size.

Security

Users are responsible for their computer accounts and should keep their login and password safe. You

• SHOULD keep your login name AND password CONFIDENTIAL;
• SHOULD change your password on a regular basis;
• SHOULD log out from your EdUHK account when you have finished using it, especially at public/shared computers;
• SHOULD NOT leave your computer unattended;
• SHOULD NOT record your login name and/or password in any format. If you must record them, keep them separate and safe in a place where only you yourself can access; and
• SHOULD NOT use personal information, in particular your HKID card number, initials of your name or your school name as your password as it could be easily deciphered.

Expiry of Accounts

Warning: All computer accounts will normally be terminated when you cease to be a member of the University. All data files, including email messages (except @friends.eduhk.hk account messages), will be deleted. It is the users' responsibilities to backup their own data prior to the termination of their accounts.