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Procedure for Continued Use of ECCS (for Academic and Administrative Staff)

Account Application

Updated: July 27, 2018
May 27, 2013

Contents

[Important]
Your ECCS account will be automatically renewed from the start of the 2019 academic year.
Please submit an application to discontinue using your ECCS account only if you no longer wish to use it.
Please refer to the following announcement for the latest information.
Procedure for Continued Use of ECCS (Academic and Administrative Staff,etc.) --- to be automatically renewed from February, 2019


Please be sure to check first

This notification is for academic and administrative staff using the ECCS with their UTokyo Account (username is the common ID).

Please see the following notifications if you are an academic and administrative staff who has the ECCS Limited Account (the first letter of the username is the alphabet representing your affiliation), or if you are a student.

Academic and administrative staff using the ECCS Limited Account

Please see the following notification if you use the ECCS with the ECCS Limited Account (the first letter of the username is the alphabet representing your affiliation)

Student

There is no procedure for continued use of ECCS.

Procedures for the continued use of ECCS

Academic and administrative staff who already have a ECCS account in the current academic year, and will remain in the university for the following academic year can continue to use ECCS services by the following procedures for continued use.

The online system “UTokyo Account Application Menu" allows academic and administrative staff to perform various ECCS procedures (new registration, request for the continued use/discontinued use/the deletion of ECCS account, and checking user information).

Full-time academic and administrative staff (excluding project researchers) and emeritus professors can make application by themselves. Other member of the university staff need to ask a full-time academic or administrative staff (excluding a fixed-term project staff) who has a UTokyo Account to make your application by proxy.

For full-time academic or administrative staff (excluding project researchers), and emeritus professor(using UTokyo Account)

1. Users who wish to continue using ECCS must apply for renewal from the “UTokyo Account Application Menu"

2. The Information Technology Center (ITC) will process the applications within a week of their receipt

3. Those who have applied can check whether or not it has been approved by logging in with their UTokyo Account to the "UTokyo Account Application Menu"

For other University of Tokyo staff members, researches etc. (using UTokyo Account)

1. Please ask a full-time academic or administrative staff (excluding a fixed-term project staff) who has a UTokyo Account to make your application by proxy

2. The proxy must make the application through the "UTokyo Account Application Menu"

(1) After logging in to the “UTokyo Account Application Menu", select "ECCS利用申請書(代理)" (ECCS Application Form (by proxy)) from the "申請書作成"(create an application form) window displayed.

(2) Please refer to the "ECCS代理申請機能手順書" (Manual for use of the new "ECCS Application by Proxy" function - currently available only in Japanese) for details on how to apply.

4. ITC will process the applications within a week of their receipt

5. Your proxy is able to check whether or not your application (by proxy) has been accepted from the “UTokyo Account Application Menu"

Various Important Notices and Specific Procedures for Continued Use

1. Email for the procedure for continued use will be sent from ITC to the user

The ITC will send an email regarding "Procedure for the continued use of ECCS" for the following academic year in mid-february to users' ECCS email addresses (ECCS Staff Email, ECCS Cloud Email) and email addresses registered to MyWeb.

Please contact the person in charge of ECCS (extension#23004) if you do not receive the email by the end of February.

2. The user must complete the procedures for continued use on the "UTokyo Account Application Menu"

All users must complete the procedures for the continued use on the “UTokyo Account Application Menu"

1. Log in to the “UTokyo Account Application Menu" The ECCS Application System has been integrated as one of the UTokyo Account applications. The website for the UTokyo Account Application Menu is as follows.

https://utacm.adm.u-tokyo.ac.jp/idworkflow/ (only accessible using the on-campus network)

2. The following login screen will be displayed after accessing the above website. Log in with your UTokyo Account and password.

3. Complete the application form for the continued use of ECCS and apply

After logging in, select “アクション”(action) followed by “申請書作成”(create an application form) from the menu on the left, and click on the management number #00004 “ECCS継続利用申請書(application form for continued use of ECCS).

4. If the “ECCS有効期限日”(the expiration date for ECCS) is at the end of the current academic year, click on “申請”(apply) to proceed with the continued use.

※If your application has been completed, the “ECCS有効期限日”(the expiration date for ECCS) will be at the end of the following academic year (Example: In the case of application for the continued use for 2017, the expire date will be “20180331235959Z”)

5. Click “申請” (apply) again after the confirmation screen is displayed.

All the procedures are now completed. ITC will confirm and process your application within a week.

3. ITC will complete processing your application within a week

After a user completes and submits an application form for continued use, ITC will process the application form within a week.

The “UTokyo Account Application Menu" allows you to check your the status of the process (as the no acknowledgement email will be set, please check your status on the “UTokyo Account Application Menu").

Please see the followings on how to check your status.

1. Log in to “UTokyo Account Application Menu

Access the same website that you used when applying, and log in with your UTokyo Account ID and password. This system is accessible only from on-campus network.

https://utacm.adm.u-tokyo.ac.jp/idworkflow/

2. Confirmation for approval

Select “申請書一覧” (list of application form) followed by “決裁済”(approvals completed) from the menu on the left. If the “ECCS継続利用申請書”(application for the continued use of ECCS) is on the list of “決裁済”(approvals complete) on the right of the screen, your procedure has been completed.

If it’s not on the list, please see the following “承認中の確認”(confirmation awaiting approval status).

3. Confirmation awaiting approval status

Select “承認中”(awaiting approval) from the menu “申請書一覧”(list of application form) on the left. If the “ECCS継続利用書”(application for continued use of ECCS) is on the list of “承認中”(awaiting approval) in the right of the screen, your procedure has not yet been completed.

If your status is still “承認中”(awaiting approval) for more than a week after applying, please contact the person in charge of the ECCS (extension# 23004).

Important Notices

1. In case you forgot to complete the procedures for continued use

ITC will discontinue the right to use ECCS after the application deadline (March 31). All ECCS services will become unavailable from April 1.

2. Special case for new users who applied for the use of ECCS after February in the current academic year

Procedure for continued use is conducted for academic and administrative staff who have the right to use ECCS as of the end of January in the current academic year. New users who applied for the use of ECCS between February 1 and March 31 in the current academic year can continue to use ECCS services in the following academic year without completing this procedure.

3. Procedure for those whose status changed from student (undergraduate, graduate, research students) to academic and administrative staff, researchers, etc.

If you are employed as an academic and administrative staff at the University of Tokyo having been a student of the University, your UTokyo Account as a student is no longer valid. You will receive a newly issued UTokyo Account for academic and administrative staff, and you should apply for the use of ECCS.

Please also see “New Account Application for detailed information.

4. If you no longer wish to use ECCS

There is no need to submit the form. ITC will discontinue the right to use the ECCS after the application deadline (March 31). If you wish to discontinue use before the deadline, please go to the “UTokyo Account Application Menu” and submit an application to discontinue the right to use ECCS.

5. Changes in the way to notify

For continued use of ECCS in the 2017 academic year (for which renewal process will close at the end of the 2016 academic year), ITC will no longer send out paper-based notification regarding "the procedure for continued use of ECCS". Instead, an email notification will be sent to the users' ECCS email addresses (both ECCS Staff Email, ECCS Cloud Email) and email addresses registered on MyWeb.

6. How to apply from off-campus

Please note that the "UTokyo Account Application Menu” is accessible only form the on-campus network.
If you wish to access this menu from off-campus, please use the "Authentication Gateway Service (u-tokyo.ac.jp)". For details, please refer to the announcement titled "You are not able to apply for continued use of the ECCS or submit new applications from network that are off-campus (ecc.u-tokyo.ac.jp)".

7. ECCS expiration date displayed on the application form

"ECCS有効期限日"(the expiration date for ECCS) is displayed on the "ECCS継続利用申請書"(application form for continued use of ECCS) which can be found under the "UTokyo Account Application Menu". This date indicates the expiration date given at the time of applying for the continued use of ECCS.
Please note that we will neither send a confirmation email nor contact you individually after you complete your application. For more details on how to check the status of your application, please refer to "3. ITC will complete processing your application within a week".
If you would like to check the current "ECCS有効期限日"(the expiration date for ECCS) after the approval of your application, please go to the "ECCS Account Information" under the "UTokyo Account User Menu".