IT Services

Student Society/Club Usernames



You must contact OUCS Registration each year to renew any IT Services Computer Account for your Society/Club/Publication. Simply renewing your registration with the Clubs Committee is not enough. IT Services must have explicit confirmation that you wish to continue using IT Services facilities.

1. Introduction

2. Computing facilities available

  1. Each Society/Club is entitled to one Single Sign-On account and to create the associated central email account, web page and interactive account, for purposes relating to the Society's recognised activities. The society will be allocated a meaningful username, taking into account the society's preference where possible. Usernames must have between three and eight letters or digits, starting with a letter. If only a University mailing list is required, a Single Sign-On account must be registered for the Society and this account will be the owner of the mailing list.
  2. The Society web site address is based on the username. For example, the Gilbert and Sullivan Society has username gands and web site You can include your society in the index of personal web pages in the same way as for a personal account ( see General Guide To Personal and Societies Web Space section 2).
  3. Email addresses for Societies have the format .

3. Procedure for registration with Proctors

  1. Societies must register with the Proctors before IT Services can provide computing facilities. Any Society wishing to use IT Services facilities must include on its Committee, an IT Officer who will have general responsibility for the Society's use of these facilities, and a Webmaster who will have primary responsibility for the maintenance of any web site. These officers can be the same person if appropriate for any particular Society.
  2. The Society's Secretary must submit the form Particulars of a University Club, Society or other organisation having student members (the Proctors' Form) to the Proctors' Office (new registrations) or the Clubs Committee (re-registrations) and will be sent back a stamped copy of the approved version of the form.

4. Procedure for Sports Federation

All Sports Clubs are already required to register their Officials and Committee members by 5th week of Trinity Term each year. The Sports Federation will supply a copy of this information to the Computing Services, in electronic form or otherwise, as soon as is reasonably practicable after that date. The information will include the official title of each club, scheduled date of committee changeover, and full name and (where applicable) college for each officer and committee member. Any changes during the year, particularly the closure of any club or the removal of any officials, should be notified promptly to the Registration by the Sports Federation, by electronic mail or otherwise.

5. IT Services Registration

Once the Secretary has received the stamped copy of the Proctors' Form, or the sport club has registered with the federation, the IT Officer should contact IT Services Registration by email. Emails to IT Services must be from the IT Officer, who is the person with primary responsibility for the conduct of the account.

Please email in the first instance. If you come in person and IT Services has not received the paperwork from the Proctors' Office/ Sport Federation data or we have not had time to process it, or a Registration specialist is not available, your journey will be wasted.

New registrations:


Additional users: