Rules for Access to Western Sydney University IT Services and Facilities

Introduction
There are a number of rules with which you have to comply to be able to access Western Sydney University IT Services and Facilities (IT Services). The IT Services include access to the Western Sydney University network, General Purpose IT Lab, email and some business applications.

Authentication to IT Services is by means of a registered personal identification number. Separate identification numbers are required to access staff IT Services, as distinct from access to student IT Services. This personal identification number used to access IT Services is known as your WesternAccount https://westernaccount.westernsydney.edu.au/.

Eligibility and Conditions
To be able to access the appropriate IT Services you must:

  • Be registered in one of the Western Sydney University corporate systems to be eligible to be a member of the Western Sydney University Community, and
  • Be regarded as a CURRENT member of the Western Sydney University Community.
  • You must also accept the Western Sydney University Information Systems Usage Agreement for access to IT Services to be granted.

Registration
The Western Sydney University corporate systems in which members of the Western Sydney University Community are registered are:

  • The Western Sydney University Human Resource System known as ALESCO
  • The Western Sydney University Student Management System known as Callista and MyStudentRecords (MySR)
  • The Western Sydney University Associate Management Information System known as AMIS

From the registration process you are given a personal identification number, normally a Staff or Student number. This number is normally the one printed on your Western Sydney University staff or student identification card.

ALESCO is where members of the Western Sydney University community (normally staff) who are either on the payroll or are holding honorary positions, are registered.
Callista is where students attending Western Sydney University courses are registered.
AMIS is the system where people who are not eligible to be registered either in ALESCO or Callista can register to access IT Services. The people registered in AMIS are known as Associates of Western Sydney University, and can have the characteristics of Staff, Students, or be neither a staff nor student member of the Western Sydney University Community.

There are occasions when the Western Sydney University business process for the registration of people in the ALESCO or Callista systems may result in a delay in registration. If a person requires access to IT Services prior to the completion of the Western Sydney University registration process, then temporary access to IT Services can be granted through authorised registration in the AMIS system.
The form Western Sydney University ID and Services Request, available on the Western Sydney University intranet, must be completed to register in AMIS.

A 'grace period', permitting continued access to WesternAccount, for a nominated period, from the termination of employment or course completion, is available. The value of this grace period is subject to change according to Western Sydney University business rules.

Western Sydney University Community Status
People who comply with the rules and are eligible to access IT Services using WesternAccount are known as CURRENT members of the Western Sydney University Community.
People who have previously complied with the rules to access IT Services using WesternAccount, but no longer do so, are known as NON-CURRENT members of the Western Sydney University Community.
People who have never complied with the rules for access to IT Services using WesternAccount, since its inception on 23/12/2003, are not known to the Western Sydney University Community.
This is the Western Sydney University Community status shown in the WesternAccount Enquiry.

Staff Authentication
To be a CURRENT Staff Member in the Western Sydney University Community you must have the following characteristics:

  1. You must be registered in ALESCO or AMIS.
    If registered in ALESCO your WesternAccount number is your staff number.
    If registered in AMIS, your WesternAccount number is your AMIS identification number.
  2. If you are registered in ALESCO then on the day (called "today") you wish to access IT Services, you must have a job occupancy "today" or where "today" must be within the grace period from the termination of your last job occupancy.
  3. If registered in AMIS then on the day (called "today") you wish to access IT Services, you must have a job occupancy for "today".

Student Authentication
To be a CURRENT Student Member in the Western Sydney University Community you must have the following characteristics:

  1. You must be registered in Callista or AMIS.
    If registered in Callista your WesternAccount number is your student number.
    If registered in AMIS, your WesternAccount number is your AMIS identification number.
  2. If you are registered in Callista then on the day (called "today") you wish to access IT Services, you must satisfy either of the following:
    a)  have received a Callista-registered offer to study at Western Sydney University, or
    b)  be enrolled in Callista "today" or where "today" is within the grace period from the completion of your last enrolment.
  3.  If registered in AMIS then on the day (called "today") you wish to access IT Services, you must be enrolled "today" in a student role registered in AMIS.

Denial of Access
Access to IT Services can be denied either on a permanent or temporary basis, at the discretion of Senior Western Sydney University Management where a breach of policy or illegal activity is suspected or where the Universities systems are being adversely affected or compromised by the account.

Can I have a WesternAccount?
If you do not have access to IT Services using a WesternAccount, but believe you are entitled to do so, please contact the IT Service Desk.

Please provide the IT Service Desk with

  • your name,
  • staff or student identification number,
  • phone contact details,
  • your employment or enrolment details, and
  • the reasons why access should be granted.

The IT Service Desk will pass on your request for resolution.

ITD Policies and Procedures
Further information on Western Sydney University Policies and Procedures can be found on the Western Sydney University intranet at Information Technology Policies and Procedures

Date: 24/08/2011


Additional self-service information can be found at MyIT Portal.