In principle, the username for JYU data systems is permanent.
However, in some justifiable cases it can be changed; see General principles for changing your JYU username.
Changing a username is a project that requires commitment and time from the requesting person.
The nature of the project is described more specifically below.
In many systems, usernames are used for personal identification. In these systems, changing a username means thus forming a new identity with so-called dummy data and removal of the previous username and existing data linked to it. Not all data systems have been designed so that username data could be changed easily and using a single replacement, but such a change always calls for adjustments made by specialists in multiple systems.
In addition, JYU usernames are used for logging in to services provided by third parties. The user has accepted the delivery of data as part of using the service, and these data are controlled by the third party. If username is used for personal identification in these systems, a new username means a new personal identity, and after the change one’s own data saved in the system by the previous username are no longer accessible. The overall consequences of changes are hard to predict comprehensively.
Changing a username tends to cause loss of existing data and/or changes in the functioning of data systems, so one should carefully prepare for the change of a username.
Examples:
- Cloud services (e.g. M365 OneDrive and Sharepoint, Google Drive): Data saved by the user
- Confidentiality network services (e.g. HAKA and Edugain): saved data
- Email services (e.g. M365 email): message history
- Groupwork spaces (e.g. Moodle): materials
- Home directory (U:), online drives, various other data storage services: materials and data
- Different electronic services work in different ways regarding data that the user has saved in the service.
This may mean that while data saved using the previous username may remain partly or completely visible to other service users, the new username does not allow access to these data anymore. An example of this kind of service is a public discussion group.
A user whose username is to be changed needs to save desired data to a personal secure temporary media.
The University takes care that any statutorily kept data, such as study register data, are retained when the username is changed and are available also by the new username.
The purpose of this guide is to clarify the responsibilities involved in changing your username. Each username change is always a unique project, the aim of which is to provide a successful change process and uninterrupted access to the services.
Instructions for changing your username
If you want to change your username, please read carefully the username change policy and criteria. You can apply for a change of username by submitting a free-form application, stating your reasons for changing your username. Submit the application to the University of Jyväskylä (kirjaamo[at]jyu.fi) using secure e-mail. You can send secure email through the Secure-mail service.
Username change requests are evaluated and changes are made at the end of the year and during the summer. The next deadlines for submitting requests are:
- 22.11.2024 for processing in late 2024
- Fri 2.5.2025 for summer 2025
- Fri 2.11.2025 for the year ending 2025
- Thu 2.5.2026 for the summer of 2026
If the request for a username change is accepted, Digital Services will go through with the user in detail the steps required from the user and the consequences of the username change.
Secure email ( computers managed by the University): https://help.jyu.fi/jp?id=kb_article_view&sysparm_article=KB0013544
Secure email (external): https://help.jyu.fi/jp?id=kb_article_view&sysparm_article=KB0013121
For more information
Conditions for changing your username: legal@jyu.fi