Service Function account

A multi-user university ID that is project-specific and time-limited for students, employees and University associates

Like project numbers, function accounts are intended for temporary activities, e.g. within the scope of a project, and are meant for internal University users.
Function accounts allow multi-user access for up to four people and can be used, for example, for administrative tasks (administrative offices, business offices, directorates, student bodies). Function accounts must always be requested. The ID is an individual, three-digit combination of letters and numbers, e.g. “ab1” or "a12".

With the function account, you will also automatically obtain a university email address. The function account provides access to Heidelberg University's internal network and selected services provided by the URZ. It enables participation in different institutions at the university.

Target group

Students
Employees
University members

Use

A function account is not person-specific, but rather function-based and allows up to four people to share an ID. Multi-user access is useful, for example, for administrative tasks (administrative offices, business offices, directorates, student bodies).

The allocation of function accounts for intra-university cooperation is intended for time-limited or project-related activities for which University services must be used.

For a detailed list of services that can be used, please contact IT Services. (These services may vary depending on the institution you are affiliated with.)

Use of a variety of services, e.g.:

LAN use
VPN
Login to public PC Pools
Login to Ricoh printers all over campus to scan, copy and print documents
Communicating with others without giving a private email address by using your project number's associated standard email account on SOGo: fuctionaccount[at]uni-heidelberg.de.
Requesting an Exchange email account with a function account request

Access and requirements

The function account is valid for either the duration of the project or until 30.11. of each calendar year at maximum, unless a different period is defined in the request form. For questions regarding a function account request or extension, please contact your IT representative.

Making a request

A function account can only be obtained upon request; allocation does not take place automatically. Please submit a request for a function account with your IT representative and check the box “Neueinrichtung/Neuzugang” (New setup / New username).

Function account (internal): A function account may be used by up to four users at the same time. These users must be named in the request.

If you need an Exchange email account, then please check the relevant box. Please send the signed and completed request form to the email address or postal address provided on the form.

Function account request

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Function account request (internal)

Function account request form for internal users (DE)

After receipt of the request form, the function account will be created, and your IT representative will be informed (via the SharePoint area for IT representatives) and will receive the activation code. Please contact your IT representative to get the activation code.

Activation

The activation can be performed using the linked web form, where you will enter the function account and the activation code. With the activation, you accept the user regulations of the services of the University Computing Centre

Web form: Activate a function account

Change or set a password

You can use the linked form to change your password yourself, so long as you are logged into the University network It is recommended to regularly change your password for security reasons.

If you don't remember your password, please contact your IT representative. Since function accounts are transferable, their passwords can only be reset by an institution's IT representative. The IT representative can request the password reset from the IT Service by telephone or email.

Change or extend a function account

Changes or an extension can be made using the same request form or by the IT representative in the user portal. In the case of a change request, please check the box next to “Änderung” (Change).
Since the function account is only valid for a limited time, the request for extension must be submitted in a timely fashion prior to expiration. Please note that a function account is only valid until 30.11. of each calendar year. For an extension please check the box next to “Verlängerung” (Extension) or contact your IT representative well in advance.

Change your function account password

Frequently Asked Questions

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Who can get a function account?	The allocation is available for limited-term activities or projects at Heidelberg University and participating, internal staff members. The allocation is person-independent and project-based: The project title and project description (or other activity description) as well as the names of up to four possible users must be provided in the request form.
Can other people use the function account?	Yes, a function account can be used by up to four people at the same time. Thus, functional email addresses can be provided for administration offices, directorates, and student councils, for example. Please note that the applicant and the IT representative are responsible for ensuring that access is restricted as soon as one of the users is no longer authorized to access the system.
How do I get a function account?	Fill out the correct form (linked on this page) with your IT representative and send it to us according to the instructions on the request form. As soon as your request has been processed, the applicant and the IT representative will receive the account information.
How do I activate, extend or change a function account?	You can obtain the activation code from your designated IT representative. You can activate your function account via the website linked here. Changes or an extension can be made via the request forms or by an IT representative in the user portal. In the case of a change request, please check the box next to “Änderung” (Change).
How long is the function account valid?	The function account is valid for one year, at the latest until 30.11. of each calendar year. It can be extended twice by your IT representative. If you need a third extension, you much submit a new request using the request form linked here.
What do I do if I forget my password or would like to change it?	You can change your password on the website linked here. If you don't remember your password, please contact your IT representative. Since function accounts are transferable, that is, multiple users have access, their passwords can only be reset by an institution's IT representative. The IT representative can request the password reset from the IT Service by telephone or email.
How do I use or change the email address linked to the function account?	The emails sent to the email address functionaccount[at]uni-heidelberg.de can be accessed with our webmail portal SOGo: https://sogo.uni-heidelberg.de ; If you would like to have a name-based alias created for the function account, please contact the IT Service directly or specify this when requesting the function account. Contact form IT Service: https://it-service.uni-heidelberg.de/ If you have requested an Exchange mailbox for your function account, you can access your emails via the Exchange web interface: https://exchange.uni-heidelberg.de
Can other people use the function account?	Yes, a function account can be used by up to four people at the same time. Thus, functional email addresses can be provided to multiple users for administrative offices, directorates, student councils, etc. Please note that the applicant and the IT representative are responsible for ensuring that access is restricted as soon as one of the users is no longer authorized to access the system.

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