Username and password - Staff

The password is changed through Ugla: My Ugla → Settings → Change password. You can also click on your profile picture and select "Change password"

Changing a username is not recommended. By changing the username a number of complicated actions are performed and the user should expect some difficulties in the first few days since the username has to be changed in the various systems that the IT department deploys.

Staff can apply for a temporary access to wireless connection and computer labs for guests and devices that need temporary access to the internet or computer labs. The department of the applicant pays for the temporary access. The application page is found in Ugla under Computing services →  Applications → Temporary access to wireless conection and computer labs.

• You need to register the name and email address of each person and how many days the accounts need to stay open.
• Note: Print or write down usernames and passwords when they appear on the screen because that is the only time you will see them. This information is NOT sent by email.
• Note: The temporary access does not allow the user to print out documents.
• It is also possible to apply for a conference net that creates a temporary Wi-Fi network for specified buildings. The minimum amount of people required for a conference net is 10. The conference net is not intended for teaching or for courses.

Never give out your password:

• Never give out your password on sites that you don't know. If the login page or process is anything different than what you're used to, that's an indication that something isn't right.
• Never send your password by email, phone or through messages.

Attachments and links:

• Never open attachments from unknown sources.
• Never open attachments from known sources that do not seem to be directly related to work and you are not expecting an attachment from unless you investigate further e.g. by sending a message back as to whether the person was actually sending you this attachment. It happens that spammers use the email addresses of people you know to try to get you to open attachments that may contain viruses.

It is possible to recieve a new password by presenting an ID in the following locations:

• At the IT Help Desk in the University Center (Háskólatorg).
• At Smiðja on the 1st. floor in Hamri at Stakkahlíð.
• Through the Keychain (lykilord.menntasky.is) using electronic ID.
  • The password must be atleast 10 characters in length, contain an upper case letter, a lower case letter and a number.
  • You select "Háskóli Íslands" in the drop down menu by selecting "Velja stofnun", then you fill in the two fields with the new password and select "Breyta lykilorði".
  • The password for your student account will also change.
    
    

It is also possible to have the password sent through an Icelandic online bank or through mail to your legal residence. Passwords are never sent through email or through phone.

Your multi-factor authentication method will stop working if you:

• Change phones.
• Delete the Microsoft Authenticator app.
• Remove the account from the Microsoft Authenticator app.
• Get a new phone number.
• Turn off the notifications for the Microsoft Authenticator. You can turn them back on.

If that happens then you will need to reset your multi-factor authentication.

• It takes 2 hours for a username to be fully activated in the university systems.
• You need to write @hi.is behind the username to sign in (username@hi.is).
• Your department decides if your username remains open or closed. Most often an error message appears at sign in that says the account has been locked, which can mean that the department closed the account.

A university email address is required when signing into Ugla and other university systems (username@hi.is).

Microsoft automatically tries to sign in with the users personal Microsoft account. The error that appears is “Sorry, but we're having trouble with signing you in”.

To fix the issue the user can clear all of the cookies stored in the browser. It is also possible to try another browser, open an "Incognito" or "Private" window or by setting up different profiles in Chrome, Edge, Firefox or Safari 17.

At sign in you will recieve a message ("More information required") that says you need to set up Multi-factor authentication.

The authentication is similar to electronic IDs (electronic certificates) and sends a notification to your phone to confirm login. Users do not have to confirm login when they are connected to the University network.

User management is restricted to the department administrators.

New users are created through Ugla: Computing services → Users → Register new employee. The administrator must fill inn all the relevant information and at the end a username and password appears on the screen. The user might have to wait for up to 2 hours before being able to sign in. The adminstrator then needs to deliver the username and password to the employee in one of the three following ways:

1. Print out the password and deliver in person, a valid ID must be presented.
2. Print out the password and send it by mail in a closed envelope.
3. Select to send it through the persons Icelandic online bank. The person will also be shown their username.

Please note that the password can not be send by email, phone or any other way not stated here above. If you do not know the person then you must request that a valid ID be presented to you.

User management is restricted to the department administrators.

Once an employee no longer works at the university it is the departments responsibility to close the username. Once closed the user will immediately loose access to all UI systems. The department does not have to pay the for the username once its been closed. Administrators close the username through Ugla: Computing services → Users → Manage users.

If there are any services that are registered to the employee that should not be closed then they must first be moved to another user.

The user should be informed of the closing beforehand so that he may backup his data.

The user can be reopened within 180 days. After the deadline it will be difficult to recover previous data.

User management is restricted to the department administrators.

Department administrators can create a temporary fake kennitala for staff members through Ugla. A temporary kennitala is used when new staff haven't recieved a kennitala from the National Registry. The page can be found under Computing services → Users → Generate temporary ID

When the user has recived a Kennitala from the National Registry the fake kennitala must be replaced with the permanent one. The user sends inn a request through the IT Service Portal to have it replaced.

User management is restricted to the department administrators.

When staff members move between departments they need to have their location changed in Ugla so that the previous department isn't charged for the username and all of the services associated to it. The department that currently pays for the username needs to change the location of the user in Ugla or close the username if the staff member is no longer working at the university.

To change which department pays for the user account and the services attached to it the department administrator must go to Computing services → Users → Manage Users. Look up the username. Select work with username. Select actions and then change the payment destination.