New Account Application (for Academic and Administrative Staff, Researchers, etc.)

Account Application

Contents

• Overview
• UTokyo Account
• For Full-time Academic and Administrative staff (excluding project researchers), and Emeritus Professor (with the UTokyo Account)
• How to Apply
• For Other University of Tokyo Staff Members (with the UTokyo Account)
• How to Apply
• ECCS Limited Account ... to be terminated at the end of the 2018 academic year
• Notice for ECCS Limited Account
• How to Apply
• Local Part of ECCS Email Address and Username for the ECCS Limited Account
• Important Notice
• Account for Emeritus Professor
• Expiration Date for ECCS Account
• Announcements From ITC

Overview

• The following describes the necessary procedures for academic and administrative staff, etc. (excluding students) to obtain an ECCS account.

• If you are a student (undergraduate, graduate and research student), please refer to the announcement New Account Application (for Students) on how to obtain an ECCS account.

• You will be able to use the ECCS terminals and email services etc. once you have obtained an ECCS account. Please refer to the "ECCS Users' Handbook" more details.

• Please note that each organization (faculty, graduate school, institute, center, etc.) is asked to bear a certain amount of the cost annually per person for the use of ECCS. Please see "Cost for the Use" (currently available only in Japanese) for details on the cost, etc.

• Applicants who can apply for ECCS by themselves are full-time academic and administrative staff(excluding project researchers), and emeritus professors. Other staff and researchers need to ask a full-time academic or administrative staff (excluding fixed-term project staff) who have a UTokyo Account to be your applicant.

• The items that you can see in the UTokyo Account Application Menu" (accessible only from the on-campus network) varies (some items may be hidden) depending on your status in the university as of January 2017. If you do not see "ECCS 利用申請書"(ECCS Application Form) in the application menu, please ask a full-time academic or administrative staff(excluding a fixed-term project staff) to make your application by proxy. For more details on how to make your application, please refer to the "ECCS代理申請機能手順書" (Manual for use of the new "ECCS Application by Proxy" - available only in Japanese).

• Please note that we may ask those who have already applied for ECCS before January 2017 to submit supplementary documents.

UTokyo Account

• The UTokyo Account is the integrated account that provide information services for members of the University of Tokyo (students as well as academic and administrative staff). For more details, please visit the web page for the UTokyo Account on the Division for Information and Communication System or the UTokyo Account page on UTokyo-Atlas (accessible only from the on-campus network).

• If you use the on-campus system such as“人事情報MyWeb”(personnel information MyWeb), “就労管理システム”（work management system) or the online system for academic affairs (UTAS/UTAS), the username and password for these system are the UTokyo Account.

• Even if they do not use the UTokyo Account, you may be able to obtain an account depending on the situation. Please confirm with the administrator of the personnel information system of your affiliation first if you do not know whether or not you have a UTokyo Account.

For Full-time Academic and Administrative staff (excluding project researchers), and Emeritus Professor (with the UTokyo Account)

If you have a UTokyo Account, you are able to use the ECCS with your UTokyo Account ID and password after applying for the use of ECCS.

How to Apply

• You can use the online application on the UTokyo Account Application Menu accessible only from the on-campus network) to apply.

• If you are accessing from off-campus, please refer to “You are not able to apply for continued use of the ECCS or submit new applications from network that are off-campus.

• After logging in to the Application Menu, select "ECCS利用申請書”(ECCS application form) from the “申請書作成”(create an application form) window in the application menu.

• Create the local part of the ECCS email address. Please note that there is a rule for creating the local part such as the first letter of the email address must be the alphabet representing your organization and cannot be freely set. Read the following “Local Part of ECCS Email Address and Username for the ECCS Limited Account” for more details.

• ECCS services will be available using your UTokyo Account and password about a week after your application has been accepted.

• The applicant himself/herself is able to check whether or not your application has been accepted from the Application Menu.
  • Please note that the relevant person will not be able to check whether or not your application has been accepted
  • No written notification will be sent. The application is completed entirely online
  • The applicant needs to inform the relevant person whether or not the application has been approved along with the approved (local part of) ECCS Staff Email address.
• The username and password for ECCS is the same as the UTokyo Account. However, please note that only the username of the ECCS email address is different (password for the email is the same).

For Other University of Tokyo Staff Members (with the UTokyo Account)

If you have a UTokyo Account, you are able to use the ECCS with your UTokyo Account ID and password after applying for the use of ECCS.

How to Apply

• Please ask a full-time academic and administrative staff (excluding fixed-term project staff) who has a UTokyo Account to make your application by proxy.
  • If you are accessing from off-campus, please refer to "You are not able to apply for continued use of the ECCS or submit new applications from network that are off-campus.

• 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 in the application menu.

• Create the local part of the ECCS email address. Please note that there is a rule for creating the local part such as the first letter of the email address must be the alphabet representing your organization and cannot be freely set. Read the following "Local Part of ECCS Email Address and Username for the ECCS Limited Account" for more details.

• ECCS services will be available using your UTokyo Account and password about a week after your application has been accepted.

• The proxy can check whether or not the application has been approved by logging in with their UTokyo Account to theUTokyo Account Application Menu,
  • Please note that you cannot check this yourself.
  • No written notification will be sent. The application is completed entirely online

• The username and password for ECCS is the same as the UTokyo Account. However, please note that only the username of the ECCS email address is different (password for the email is the same).

ECCS Limited Account ... to be terminated at the end of the 2018 academic year

If you do not have a UTokyo Account, but would like to use ECCS services, you need to apply for the use of a ECCS Limited Account, which allows you to use ECCS terminals and email system. Please refer to the announcement "ECCS Limited Account" (currently available only in Japanese) for details.

Notice for ECCS Limited Account

• Please note that the ECCS Limited Account will be terminated at the end of the 2018 academic year.
• Please confirm with the administrator of the personnel information system of your affiliation (available only in Japanese - accessible only from on-campus network) first whether or not you are eligible to have a UTokyo Account or if your UTokyo Account has been already issued.

• If you are eligible to have an account, follow the procedure for"For Other University of Tokyo Staff Members (ECCS UTokyo Account)"after issuing the account.

How to Apply

• 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

• 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 in the application menu.

• Enter the required information such as your name or affiliation.

• Create the local part of the ECCS email address. Please note that there is a rule for creating the local part such as the first letter of the email address must be the alphabet representing your organization and cannot be freely set. Read the following “Local Part of ECCS Email Address and Username for the ECCS Limited Account” for more details.

• After completing the procedure through the UTokyo Account Application Menu, please submit a copy of your ID issued by The university of Tokyo using internal mail to the Information Technology Center.
  • Internal mail address: "the person in charge of Information Technology Center"

• The ITC will process your application within a week of receiving a copy of your UTokyo-issed ID.

• The proxy can check whether or not the application has been approved by logging in with their UTokyo Account to theUTokyo Account Application Menu,
  • Please note that you cannot check this yourself.
  • No written notification will be sent. The application is completed entirely online

Local Part of ECCS Email Address and Username for the ECCS Limited Account

• Apply for your new application after you have created a local part of ECCS email address and username for the ECCS Limited Account that satisfies the following conditions.
• The first letter of the username must be an alphabet representing your organization.

 j: Faculty of Law・Graduate School for Law and Politics 
 m: Faculty of Medicine・Graduate School of Medicine
 t: Faculty of Engineering・Graduate School of Engineering
 l: Faculty of Letters・Graduate School of Humanities and Sociology
 s: Faculty of Science・Graduate School Science
 a: Faculty of Agriculture・Graduate School of Agricultural and Life Sciences
 e: Faculty of Economics・Graduate School of Economics
 p: Faculty of Education・Graduate School of Education
 f: Faculty of Pharmaceutical Sciences・Graduate School of Pharmaceutical Sciences
 c: College of Arts and Sciences (Specialized Education)・Graduate school of Arts and Sciences
 n: Graduate School of Mathematical Sciences
 k: Graduate School of Frontier Sciences
 q: Interfaculty Initiative in Information Studies・Graduate School of Interdisciplinary Information Studies
 r: Graduate School of Information Science and Technology
 z: Graduate School of Public Policy
 u: Other (Institutes, University-wide Centers, etc)

• The second and third letter of the username and a local part must be an alphabet or "-" (hyphen)
• The forth and the following letters must include numbers, alphabets and symbols
• The username must be no more than 12 characters in length. A local part of ECCS email address must be no more than 64 characters in length
• All alphabets must be lower case letters.
• Symbols are limited to "-"(hyphen), "."(dot), and "_"(user-bar) only.

Important Notice

Account for Emeritus Professor

• Emeritus professors were previously asked to apply by submission of a written application form. Since the start of the 2016 academic year, emeritus professors have been able to use the online application through the UTokyo Account Application Menu (accessible only from the on-campus network) similar to other full-time staff.

• If accessing the UTokyo Account Application Menu from off-campus, please refer to the announcement "“You are not able to apply for continued use of the ECCS or submit new applications from network that are off-campus.

• If emeritus professors do not know whether or not they have a UTokyo Account, please contact with the Digital Library of Academic Information Science Research Division of the Division for Information and Communication System at digilib[at]lib.u-tokyo.ac.jp.

Expiration Date for ECCS Account

• “The period of usage of ECCS shall be from April 1 to March 31 of the relevant fiscal year” (Article 5 of the relevant regulations for the terms of use of ECCS)

• If you would like to continue using ECCS in the following year, you need to complete the procedures for its continued use. Please see “Procedure for Continued Use of ECCS” (for Academic and Administrative Staff)" for more information.

• If you did not complete the procedures for continued use of ECCS before the deadline, your ECCS account will be disabled, and all data on the ECCS will be deleted.

• If your UTokyo Account was disabled due to retirement or transfer to an institution outside of the university, please be aware that your ECCS account will also be disabled regardless of the above validity period.

Announcements From ITC

• The various announcements from ITC will be posted on the ECCS website.

• Important announcements related to each account will be sent to the ECCS email address provided by ECCS.
  • If you do not use ECCS email service regularly, please be careful not to miss the important emails from ITC by setting up email forwarding to your regular email address.