How Do VIU Employee Accounts Work?

This page contains information on accounts used by VIU employees, including instructions for creating and changing passwords.

VIU Account Basics

Employee computer accounts are automatically created when:

  • an appointment has been entered into the Human Resources system and
  • a request is made for a new account by the area contact of the new employee's department

Account maintenance, such as the disabling of inactive accounts is done through an automated system. A disabled account can be automatically re-enabled by Human Resources when the above conditions are met.

Your employee computer account and VMS account usernames are identical. Your username is automatically generated by the computer system. The basic form takes up to the first 8 characters of the user's surname followed by their first initial. In some cases, additional initials or a numeric value may be required to differentiate between usernames.

Your username is not case sensitive, so Joe Name's username can be entered as namej or NameJ. If you have had a formal name change, and your new name has been entered by Human Resources into the HRIS system, you can send a request to the IT Service Desk to have your username and Email address changed to reflect your new name.

What is commonly referred to as your "VIU account" consists of the following:

  • Network (computer) account
  • VMS/VAX Account

You may also want to access the following resources, which require different accounts (usernames and passwords):

What You Get with a VIU Account

Your VIU account allows you to access:

  • Computers on a VIU campus (Nanaimo, Parksville and Powell River) and use all of it's functions (software, Internet, printing)
  • VIU Email
  • HRIS Employee Portal
  • Microsoft 365
  • VIULearn (D2L)
  • VIUOnline Rooms (Zoom)
  • VIUTube
  • VIUBlogs

Everyone using information technology at VIU is required to abide by Vancouver Island University's Policy 45.01 - Use of Information Technology.

Your VMS/VAX account allows access to:

  • The Student Record System (SRS), including Grade Entry
  • The Financial Record System (FRS), including Purchase Requisitions
  • Facilities Online Work Order Form
  • Parking Permits

Vendor Service Tech Accounts

If your department/area has vendor contractors who perform installation, maintenance or upgrades on VIU systems or computers, and this work requires the service tech to have a VIU computer account, they will need a vendor service technician account.

Affiliate Accounts

An Affiliate of Vancouver Island University (VIU) is a person who is not an employee but who has a regular relationship to the institution and may require access to some VIU services. Once registered as an Affiliate in the HRIS, VIU, at its discretion, can extend this person rights to various services, such as a computer account, library borrowing privileges, and staff paid parking.

Status as an Affiliate lasts a maximum of two years, after which it can be renewed. Affiliates assigned a computer account are bound by the provisions of Use of Information Technology Policy 45.01.

The affiliate's "sponsor" (an employee who works at VIU and will be the contact for the affiliate) needs to do the following:

  1. Complete and sign the VIU Affiliate Status Application Form
  2. Send the completed and signed form to Human Resources for processing and account creation.

If you need an account for vendor service technicians to perform updates or maintenance to applications used by VIU, please use the Vendor Service Tech Request form. Do NOT submit affiliate forms for vendor service technicians.

Generic Accounts

A generic account is a login account that departments use when they want to provide access to unique or specific department or position resources for short time periods.

Key points to remember when requesting a Generic Account:

  • The generic account administrator is responsible for ensuring that the activities of the account can always be attributed to a single individual.
  • The generic account administrator is responsible for keeping documentation recording the dates that an individual has been granted access to the account.
  • The generic account administrator is responsible for changing the password on the account whenever the individual no longer requires access to the account.
  • Generic accounts follow the VIU password standard and the account password will expire every 6 months (180 days).
  • Generic accounts will be audited on an annual basis for on-going need. The generic account administrator should keep a record of all generic accounts they have requested so they can provide information regarding ongoing need when requested.

To request a Generic Account:

  1. Read the Generic Account Standard: Generic Account Standard
  2. Complete the Generic Account Request Form:  Request Form (employee login required)
  3. Track your generic accounts (sample excel generic account tracker)
  4. Email the completed form to ithelp@viu.ca

Other Types of Accounts

If you are a member of one of these groups, please refer to Procedure 45.01.001 Access to Information Technology - Associate Privileges for information regarding duration and type of access.

Disabling of Computer Accounts

An automated email notice is sent to any Regular, Temporary, Term, Student employee, Research Associates, and Affiliates with an email account 30 days before their employment, contract, or affiliation end date. The disable date in the email relates to the end date of the contract or affiliation period which comes from Human Resources’ records.

Applies to:

  • Temporary (non VIUFA or BCGEU) employee whose appointment is ending
  • VIUFA Term employee whose last appointment ended over 12 months ago
  • BCGEU Term employee whose last appointment ended over 6 months ago
  • Research Associate whose affiliation agreement is ending
  • Affiliate whose affiliation agreement is ending
  • Casual who has not been paid in the last 90 days
  • Student Worker (work-op) whose contract is ending, or has not been paid in the last 90 days
  • Student Worker (non work-op) whose contract is ending, or has not been paid in the last 90 days
  • New employee who has not been paid within 30 days of the start of their appointment
  • Retiree who has not renewed their account privileges within the last year

Computer Account Disable Dates by affiliation:

Temporary VIUFA
  • Account disabled 12 months after last date of appointment
Regular VIUFA, BCGEU, CUPE, Admin & Associates
  •  Account disabled 1 day after last date of appointment
Casual
  • Account disabled 90 days after last date of pay
Student Workers (work-op)
  •  Account disabled 1 day after last date of appointment
Student Workers (non work-op)
  •  Account disabled 1 day after contract completion date 
Disabled Accounts 
  •  Access to VIU accounts, network shares, email and online resources are disabled.  Any email sent to a disabled account will generate an automatic reply. Files and emails in disabled accounts remain intact for 1 year. 
Re-enabled Accounts
  •  Access is restored to user accounts and resources. Files and emails are just as they were left, the password is the unchanged. Data is removed from a Disabled Account only after 1 full year with no activity

Who can use this service?

Employee