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Password sharing

Have you ever been given someone else’s password at Warwick in order for you to complete a task or start a process? IT Services is undertaking work to make sure that we’re all aware of the different implications of password-sharing, and – most importantly – that we know about the better options available to us.

Sharing passwords is against the University’s policies, because it places both parties at risk of misunderstanding, fraud or misidentification. Plus, modern technology means we should be able to complete all tasks required of us without needing to log out of our own accounts at any point. H­ere’s some of the most common areas where you might password share and guidance on alternatives. There's also a feedback form further down this page, where you can share your experiences of password sharing anonymously, if you'd like.

Concur expenses

Concur has a facility called ‘Delegation’ which lets you nominate someone to complete a claim form for you before you submit it yourself or, if you are an expenses authoriser, to check or approve claims for you. Delegates log into Concur as themselves, using their own password, and then select the option ‘acting on behalf of another user’.

To set up a delegate, log into Concur, go to your profile, select ‘Profile settings’ followed by ‘Expense delegates’ and add your chosen delegate.

If you have any queries regarding delegation please contact Expenses@warwick.ac.uk.

SAP

SAP doesn’t offer a delegate option, but support staff can request the authority to release invoices and raise orders by contacting the SAP team.

Email

Delegate users can have full control of another person’s mailbox and calendar without having to sign in as that user. To set this up, the account owner will need to email the IT Helpdesk to request delegate access for a user.

SuccessFactors, our new HR tool

When SuccessFactors is launched, individual users will be allocated permissions within the system to enable them to view or edit data as required. Access to SuccessFactors will be enabled via single sign-on – as a result, it is key that you do not share your University password with anyone else.

If you do password-share for reasons that aren’t covered above, it would be useful for ITS to hear about why this is the case – this way, the team can suggest more secure ways for you to complete the same tasks. To share your own experiences or comments, please fill in the online form below, which can be left anonymous if you prefer.

This form is entirely anonymous - please use it to share your views with us. If you'd like us to get in contact, there's the option to add your contact details below, but this is not mandatory.
 
I password share... (required)
Privacy notice
This form can be completely anonymously. No data which personally identifies you is collected on the form, unless you choose to provide it, and the data you provide will be used solely to help us identify the reasons why people might need to password share.

The University of Warwick is the Data Controller of any information you have entered on this form and is committed to protecting the rights of individuals in line with Data Protection Legislation. The University's Data Protection webpages provide further information on your rights and how the University processes personal data. If you wish to submit a data subjects rights request, make a complaint or report a suspected personal data breach, please contact the University’s Data Protection Officer by email at infocompliance@warwick.ac.uk.

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Have your say

Tell us your experiences of password sharing by completing the form at the bottom of this page.