O365 User ID - Student User Policy:
Introduction:
The Manipal Academy of Higher Education (MAHE), Manipal licenses Office 365 for Education from Microsoft,
and assigns each student and research scholar an Office 365 account. This account provides access to
university email and other Office 365 applications. This policy outlines the guidelines for using MAHE O365 app
services, implemented by the Digital & IT Department of MAHE. It serves as the official policy on email and
Office 365 Apps, including guidelines for their use.
Scope:
This policy applies to all students and research scholars of MAHE who are granted an official O365 user id. Only
the MAHE-provided O365 user id shall be used for official university communications. All students must use
their official user id for communications and app usage related to the university. This policy is mandatory for all
students without exceptions.
Objective:
The objective is to ensure secure access and usage of university O365 app services by students, who must use
these resources efficiently, effectively, lawfully, and ethically. All O365 services are offered free of cost to
enrolled students during the id's validity and depending on the issued license. This policy supersedes any
previous email policies.
Creation and Activation of O365 Account:
Each student and research scholar will receive an official O365 account with licenses for Outlook, OneDrive,
Teams, and Office products. The Digital & IT department manages O365 services and queries can be directed
to [Link]@[Link]. The user id format is
([Link]+YearOfAdmission@[Link]). It is mandatory to check the official email
account regularly. The same credentials are used for all university IT applications unless informed otherwise.
Account Management:
Students should regularly check their university email for official communications. Change temporary
passwords immediately and update passwords every 90 days. Account security is the holder’s responsibility,
so follow best practices and never share passwords.
Password Reset Policy:
Users must register for Self-Service Password Reset (SSPR) to reset their O365 passwords. For admin resets,
submit the O365 ID password reset form with required details. The administrator will verify and reset the
password if the information is correct.
[Link]
NGDcH7DgwuUiQd9PpDERIYYd8D5UNjMzTjZTSjlLNkw1UzVVMzNTVVdZWFVMTy4u
O365 User Guidelines:
Misuse or abuse of email facilities is punishable under the Information Technology Act 2000. E-mail services
are a privilege, and accounts are meant for official purposes only. Users must represent the university
responsibly and ethically. The Digital & IT department collects user data for managing email systems. Students
should use email for academic or research-related communications only. Violations of the email usage policy
will result in disciplinary actions, which may include suspension or termination of the email account.
Validity of O365 IDs:
The official ID is valid for the duration of the course and until December 31st of the year after graduation.
Non-Used O365 IDs:
User IDs remain active if used regularly. If not used for 190 days, they will be removed without warning. Requests
for ID recovery must be made within 30 days with valid details.
Exceptions:
Exceptions to this policy may be granted by the Director, Digital & IT, MAHE, and must be reviewed quarterly.
Brief Note on O365 Apps:
O365 applications available to students include Outlook, OneDrive, Teams, Word, Excel, PowerPoint, OneNote,
Access, Yammer, and others. Students can use these apps for free and download Office applications on up to
five personal devices during their active license.
Appendix 3: Register for SSPR
SSPR allows users to reset their password or unlock their account. To register, users need their current O365
username and password. Visit [Link] to register. Follow the instructions to configure phone
and/or email for SSPR.
Disclaimer:
The information in this policy is believed to be correct, but no liability is assumed for errors. The Digital & IT
department makes no warranties regarding the accuracy or quality of information obtained through its services.
The policy is subject to change without notice.
