Definitions

An individual’s email address is their assigned username with “@hope.edu” added. For example:

 

Username: tj4261

Email address: [email protected]

 

Username: johnsont42

Email address: [email protected]

Username Assignment Methodology

Hope College assigns usernames to individuals are based on a combination of initials, names and random numerals:

 

• Students: First initial + last initial + 4 random numbers
• Non-students (faculty, staff, community partners, etc.): Last name + first initial + 2 random numbers
• Contractors & consultants: Last name + first initial + 2 random numbers + “-con”

 

In all cases, an individual’s legal name (as recorded in the college’s administrative system) will be utilized.

 

Usernames that are not assigned to individuals (a.k.a “role-based accounts”) are based on appropriately descriptive text for that situation (e.g. student organization name/acronym, department name, etc.). In cases where the first-choice descriptive name or acronym might be confusable or lack sufficient description, a more expanded username will be assigned.

 

For very specific and rare situations where an individual’s assigned duties require occasional and elevated access to the most highly sensitive systems/data, they may be assigned an additional username specifically and solely for that purpose. Due to the nature of such work, the methodology for determining those usernames cannot be shared.

 

CIT is the final arbiter of username assignments.

Deviations from Username Assignment Methodology

In specific and rare situations the assignment methodology may be modified as follows:

• If the resulting username would be unreasonably long (either technically or practically), the assignment may be based on an abbreviated version of the legal name.
• If the resulting username could potentially have alternate connotations (e.g. slang terms, confusing or misleading references, potentially offensive, etc.), a modified version of the methodology will be used.

 

In all situations where a non-standard username assignment is deemed appropriate, the same general name/initial/number methodology detailed above will be utilized. Username assignments using alternate methodologies (e.g. last name only, no numbers, sequential numbers, etc.) are not available. 

Changing an Assigned Username

Outside of a change to an individual's legal name and the extenuating circumstances detailed below, a username assigned in the current format will remain the same for any and all time in that role. In other words, a student’s username will remain unchanged for their entire time as a student, with a non-student employee’s remaining the same throughout their employment. If an individual assigned a username in the current format leaves the college and later returns in that same role (returning student, rehired employee), the same username will be used. Individuals who depart the college using a username in a previous format would be assigned one in the new format upon return.

 

In the event of a name change, a new username assignment can be requested. Prior to contacting CIT, the individual should ensure that the change has been recorded by either the Registrar’s Office (for students) or Human Resources (for employees). A username cannot be changed until one of those offices has verified the legal name change and updated the college’s administrative system. The new username will be determined using the same methodology detailed above. All content associated with the old username will be retained, and email forwarding from the old email address to the new one will be available for up to 2 months.

 

If an individual changes their primary role (e.g. a full-time student is hired as a full-time employee), a new username will be assigned based on the current methodology for the new role. All content associated with the old username will be retained, and email forwarding from the old email address to the new one will be available for up to 2 months.

Previous Username Assignment Practices

The current assignment methodology has been used since 2024. It is a necessary departure from previous practices to ensure functionality, security and compliance. Prior to 2025:

• Usernames could be reused. When an individual left the college, a subsequent individual with the same legal name was assigned the same username. This created problems with numerous 3rd party services that utilized a Hope username as part of their login process. When the subsequent individual attempted to access the service, they would be notified that their username already existed and be prompted to reset their password. Because the email address was identical, they would often be able to successfully complete that process and would then potentially have access to the previous individual’s content/activities in that system.
• An individual’s username could be inferred simply by knowing their legal name. The college’s student directory is not public, and employees have the option for their contact information to be excluded from the public website. An assignment methodology based solely on one’s name allowed those outside the college to infer a username and then contact an individual without their consent.
• Phishing and other malicious activities could utilize the username to enhance their efforts. Those perpetrators often rely on making a “personal connection” with the intended victim, such as calling them by their first name. A username based solely on legal name provided an easier path toward this.

Popular last names created inequity, confusion and potential security problems. For example, the first individual with the legal name “Taylor Johnson” would be assigned either “taylor.johnson” or “johnson” as their username. For the next person with an identical legal name, either “taylor.johnson.1” or “johnsont” would be assigned. This facilitated assumption and could result in confidential information being sent to the wrong person.