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Electronic ID (e-ID)

 

The Electronic ID (e-ID) is used to access MyMadison, software downloads, JMU Official Wireless network and more.

What is an e-ID?

When is my e-ID created?

Whom should I contact if my e-ID has not been created or not created correctly?

When do I activate my e-ID?

I tried to activate my e-ID and received an error. What do I do?

How often do I need to change my e-ID password?

When is my e-ID disabled?

What should I do prior to my e-ID being disabled upon graduation or leaving JMU?

How do I know if my e-ID has been disabled?

 

 

1. What is an e-ID? 

Your JMU e-ID (also called “username” in some applications/systems) is your electronic identification that provides access to password protected websites and services, such as MyMadison, software downloads, and the JMU Official Wireless network.  In addition, the employee e-ID (faculty, staff and some affiliates) provides access to log in to JMU Active Directory (JMUAD) joined Windows and Macintosh computers, Exchange email, and other specialized systems and services. 

Your e-ID is based on your name and is typically the first six letters of your last name followed by your first name and middle name initials. For instance, Dolley Payne Madison would be madisodp. If someone has already been assigned that e-ID, your e-ID will include at least one number.  If you have no middle name, an X will be used for your middle initial.

Applicants:  will see their e-ID during the activation process.  Their e-ID is also sent to them in an email when they are asked to set their password for the first time.  Applicants can look up their e-ID on the Applicant Resources page.

Students, faculty, staff and affiliates:  can find their e-ID in the Campus Directory under either the Students tab or the Faculty and Staff tab. 

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2. When do I obtain an e-ID?

JMU e-IDs are assigned and created 3 times a day at approximately noon, 4 p.m., and midnight 

 

Applicant e-IDs are:

  • created when an application has been submitted and processed by JMU
  • generated from the name submitted on the application to JMU
  • emailed to the Applicant from Admissions
  • used to access MyMadison only
  • found on the Applicant Resources page

Staff e-IDs are:

  • generated from the name on your social security card
  • created when the hiring paperwork has been processed by Payroll and the e-ID creation process has run
  • found in the Campus Directory

Faculty e-IDs are:

  • generated from the name on your social security card
  • created when the hiring paperwork has been processed by Payroll and the e-ID creation process has run
  • available as long as the paperwork has been processed (up to 60 days in advance before your official start date)
  • found in the Campus Directory

Affiliate e-IDs are:

  • not created automatically for affiliates (individuals who are associated with the University, but not paid by the University)
  • requested by the Affiliate’s sponsoring department as needed
  • emailed to the affiliate and the requestor 
  • Some affiliates are not in the Campus Directory so it cannot be relied on for verification

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3. Whom should I contact if my e-ID has not been created or not created correctly?

  • Applicants:   Contact the Admissions office to which you applied if you have not received a Welcome email or have an incorrect spelling of your e-ID.
  • Faculty, Staff, Affiliates:   Contact your department to ensure all your paperwork has been completed and submitted if your e-ID does not appear in the Campus Directory.  Contact your department if there is a data issue with your e-ID (e.g. incorrect spelling of the e-ID based on your name).

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4. When do I activate my e-ID?

Before you can use your e-ID, it must be activated.  You may activate your e-ID only once or you may need to activate your e-ID multiple times if you leave and return to the university.

Applicants:

  • receive an email from Admissions welcoming you to JMU and directing you to a link to activate your e-ID and to follow the application process in the MyMadison Applicant Center. 

Admitted Applicants transitioning to Students:

(have accepted the admission offer and submitted the deposit payment)

  • receive an email from noreply@jmu.edu welcoming you to JMU and directing you to activate or change your e-ID password.  If you already have an e-ID and previously activated, will only need to change password. 
  • authenticate with your JMU pin
  • enroll in JMU’s two factor authentication service, Duo. You will need a cell phone, tablet or a YubiKey token for Duo enrollment
  • complete student security awareness
  • create a new password

Affiliates:

  • receive an email welcoming you to JMU and directing you to activate your e-ID.
  • activate their JMU e-ID by following the personalized link in the message along with information provided by your university sponsor
  • enroll in JMU’s two factor authentication service, Duo.  You will need a cell phone, tablet, or token (available from the IT Help Desk) for Duo enrollment
  • complete security awareness
  • create a password

Faculty and Staff:

  • will receive a web address from Human Resources and additional activation data from your supervisor
  • enroll in JMU’s two factor authentication service, Duo.  You will need a cell phone, tablet, or token (available from the IT Help Desk) for Duo enrollment
  • complete security awareness
  • create a password

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5. I tried to Activate my e-ID and received an error. What do I do?

When trying to activate your e-ID, you may get an error message depending on the current state of your account.   Errors may also occur when the web browser is not in a healthy state or the computer is not in the correct time zone or does not have the correct date/time.  (see http://www.jmu.edu/computing/browser/ for assistance.)

  • If you are trying to activate your e-ID from a link (applicants, students, affiliates), you may encounter an error if your link was created more than seven days previously.  If the email containing your link is more than seven days old, please contact the IT Help Desk or your admitting office for assistance.  Applicants/new students, please go to the Applicant Resources page to request a new activation link.
  • If you have already activated your account and set a password, you will not be able to re-use the activation link in your email again. You will get to the point of entering your last name and PIN and will be returned to that page.  If you are trying to change your password, log in to MyMadison and select “Change Your Password” from the MyAccounts tab. If you do not know your password, go to MyMadison and choose the "Forgot your password" or “Applicant Forgot Password” link from the page where you would normally enter your password. If you do not remember your e-ID, please contact the IT Help Desk at 540-568-3555 or helpdesk@jmu.edu.

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6. How often do I need to change my e-ID password?

The timeframe for password changes is different for Applicants than for the rest of the JMU community as indicated below. For additional details and information on e-ID passwords, expiration notices, resets and lockouts, see the e-ID Password website.

 

Applicants:

  • are not required to change your e-ID password
  • will be required to change your password if you accept admission, pay your deposit, and transition from an applicant to a student.

Students, Faculty, Staff, Affiliates, and Graduated students

  • are required to change your password every 90 days
  • receive an email to your official JMU email address prior to the expiration date that a password change is required
  • can view your e-ID password expiration date in MyMadison on the MyAccounts tab

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7. When is my e-ID disabled?

 

Applicants:

  • Undergraduate and Continuing Education applicants typically lose access two weeks after the start of the semester for which you applied if you were not admitted or did not accept admission to JMU
  • Graduate applicants typically lose access the last day for the last block of the term for which you applied if you were not admitted or did not accept admission to JMU

Students leaving the university under an official "Leave of Absence" will:

  • retain e-ID access according to the arrangements made with the Registrar's Office

Students who leave the university in "good standing" will:

  • retain MyMadison and wireless access for a 60-day grace period from the withdrawal date

Graduating Students:

  • retain e-ID access for an approximate 60-day grace period from the time your degree is conferred. Note: Actual disable date is 60 days after your degree is conferred; therefore, we list an approximate date of 60 days after graduation. Access to Canvas and other resources will only remain active for approximately 60 days after graduation 
  • retain e-ID and access to MyMadison indefinitely as long as you keep your password current by changing it through MyMadison every 90 days. This provides ongoing access to MyMadison (for certain functions such as transcript requests)
  • lose access to MS Office 365 ProPlus and One Drive on October 1 (spring & summer graduates) or May 1 (for December graduates)

Faculty and Staff:

  • will retain e-ID access to MyMadison, email and wireless for a grace period of 30 days
  • lose access to core systems (HR, FIN and SA) and network file shares (N:drive) immediately

Adjunct Faculty:

  • will retain e-ID access to Active Directory linked accounts (computer login, Exchange email client (Outlook), wireless, network file storage, and to other systems (MyMadison and Canvas) for a 130-day grace period

Affiliates:

  • lose e-ID access immediately upon termination or departure from employment

Abnormal or Extreme Circumstances:

  • may have their e-ID and other account(s) disabled immediately

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8.  What should I do prior to leaving JMU (graduation, leaving employment)?

Graduated students:

  • ensure mailing addresses and telephone numbers are correct in MyMadison.

JMU Faculty, Staff, and Affiliates:

  • should obtain a new email account through another Internet Service Provider (ISP), such as Microsoft, Google, or Yahoo
  • send this new email address to all of your contacts and friends
  • change mailing list (Listserv) subscriptions to use your new email address and unsubscribe from those you no longer wish to receive
  • forward any personal emails that you wish to retain from your JMU email account to your new email address

JMU Faculty, staff and student employees:

  • print copies of pay slips, leave, compensation, etc. for your records through MyMadison

 

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9.  How do I know if my e-ID has been disabled?

 

Students, Faculty, Staff and Affiliates:

Graduated Students:

  • will remain active as long as your password and Duo device is kept current (changed every 90 days in MyMadison)
  • will not display in the Campus Directory once your degree has been conferred and your grace period has ended