The following HLS affiliates are eligible for HLS email accounts: faculty (including visiting), exempt and non-exempt staff, students (including students on leave), casual workers and contractors upon request and approval by ITS, and visiting researchers and fellows. Cross-registered and auditing students are eligible for HLS email accounts only to the degree that such accounts enable access to course-related web sites and MyHLS content: such accounts are typically locked and forwarded to the student’s existing Harvard or other-university account. Incoming 1L, LLM, and SJD student accounts are created automatically during the summer based on information provided by the Registrar’s Office. Other students should request email accounts from the ITS Service Desk located in the basement of WCC. Faculty and staff email accounts are automatically created by ITS when a person is hired.
ITS creates faculty, staff, and student accounts with automatically-generated user names. Usernames will be first initial plus the last name. For example, a staff member named John Harvard will get email@example.com as their email address. A JD student named John Harvard who is graduating in 2019 will get firstname.lastname@example.org (see this page for more information on student usernames).
If the first initial plus the last name email address already belongs to someone else, the system moves to the first two letters of the first name plus the last name (i.e. joharvard), etc., until it is able to find a name that is not already in use. Due to the large number of accounts maintained (over 3000) and software limitations, ITS does not create accounts with user-specified usernames.
Because of the complexity of making changes to assigned user names (the username must also be changed within MyHLS, within HLS internal web pages, on multiple listservs, and so on), ITS will only change usernames if a user’s name changes due to marriage or other extenuating circumstances. Additionally, ITS will only change a username at the direction of the Registrar’s Office (for students) or Human Resources (faculty and staff). Please initiate name change requests with those departments and they will notify ITS to make the change.
Faculty and staff accounts are deleted on the first business day after the termination date. Student access to HLS accounts (Helios, Student Printing, etc) will be removed on July 31st at 12:01 AM (EST) in the year of graduation or after withdrawal from HLS. Students will retain their email accounts for life. Users of accounts due to be deleted receive weekly email warnings commencing four weeks before the expiration date. ITS will not extend student login expiration dates except for these reasons:
- You have been accepted at HLS for further studies and can provide a copy of your new ID card, or your new end date can be verified in the University student database.
- You are working on a project for/with an HLS faculty member or department, and can provide a letter from the faculty member or department head stating your role in the project, and the end date of your term.
If you are eligible for an extension for any of these reasons, bring the required documentation to WCC B037 or WCC B020 to request the extension.
ITS will work with faculty and staff on a case-by-case basis on extension of email accounts past the normal termination date.
All registered HLS student organizations are eligible for HLS email accounts. To request an email account please submit the Student Organization Email Request Form. The HUID of the person responsible for the account is required. Accounts automatically expire on July 1st each year. To renew a student organization account, the person responsible for the account must present a valid student ID card to the ITS Service Desk before July 1st.
A valid HUID is required for an HLS email account. If you do not have your HUID, the ITS Service Desk will create an account with a 2 week expiration. Once a HUID is provided, the expiration date will be removed.