How to get a username (staff) - University of Leeds IT

Members of staff or those who work on behalf of the University who need access to University IT systems such as University email, Wi-Fi and Minerva, will need to be issued with a University username and password.

We're making it easier, faster and more secure to get appropriate access to University IT systems.
The ‘Request Username Form’ is now redundant. University staff no longer need to apply for a username as this will be created automatically once an active SAP record has been created.

Please note that this includes contractors and agency workers. Postgraduates with teaching responsibilities will also need to have a staff account in addition to their student one.

This is to ensure that only the authorised individuals have access to University systems including the right to work checks being completed. 

How to apply for a University username

The hiring manager/Local HR/Departmental coordinator submits the request in the usual way to HR. This part of the process has not changed. Note - if the new starter requires a University username, the form must include a personal email address. Without this, it will not be possible to set up their new University account.
Within 10 working days of submission, their SAP record will be created by the HR team.
Within 1 further working day, their IT account and username will be automatically generated.
- At this point enrolments on modules, requests for IT equipment, and requests for access such as to the SAP and Restricted Windows Virtual Desktop (WVD) can be made on the new staff member’s behalf.
- Full access to some systems such as Minerva may take a further 24 hours.
If their employment has already commenced, new and returning staff members will receive an email to their personal email address shortly after the user account is created. Otherwise, the email will be sent to them the day before their start date. This email will tell them how to access their account, set up two factor authentication and self-service password reset and to complete their compulsory cyber security training.

Managers will need to ensure they submit new starter information in ample time to ensure the new account is available when the member of staff starts.

Your username

New usernames will be in an anonymised format which consists of four random letters followed by numbers, contributing to better security and privacy measures. An example of this is shown in this table.

Property	Example staff details
Username	dgkp3687
Email address	R.Bloggs@leeds.ac.uk
Display name	Robin Bloggs

Applying for project or shared mailbox accounts

If you need to set up a project/shared mailbox account you’ll need to complete this request form.

Applying for SAP and Banner accounts

For instructions on getting accounts to use the SAP or Banner systems, please see the related articles (you will need to be logged into this website in order to see these articles).