Managing your password

About passwords at UCT

Passwords are used to secure staff, student and third party user accounts. This keeps critical research, financial and other data safe from unauthorised access. As a result, each and every member of the UCT community shares in the responsibility for keeping the network safe.

UCT network passwords don’t expire. You will retain the same network password until you decide to change it. However, if you have privileged access on some of the university’s critical systems, you are required to change your password every 90 days. All passwords must be kept secret and must not be given anyone else – not even to an ICTS staff member.

Password standards

When choosing a password, please meet these requirements:

• Your password must be at least 16 characters long.
• Your password must include at least one upper case letter, one lower case letter, one special character, and one number.
• Your password cannot include text that is easy to guess – such as the word "password", "123", "abc" or your UCT username.
• You cannot use a password that you have used in the past.

And because your password is critical for your access to ICT services:

• Do not share your password with anyone.
• Protect your password in the same way as you would your bank card PIN.
• Never allow other people access to your email or network account - because you are liable for any email sent using your email address.
• Do not use your UCT password for external websites and services. Doing so puts UCT at risk, because if those sites or services are hacked and your password is stolen, your UCT account – along with the network – can be compromised.

View the password policy for the complete list of password standards.

Manage your password

Use the Password Self-Service tool to manage your UCT network password. Changes are reflected instantly and you don’t need to contact IT support to change or reset your password. And if you forget your password, reset it using the Microsoft Authenticator app on your mobile phone.

Navigating this article:

1. Set up the authenticator app with Password Self-Service using a computer and your phone

This process assumes you are working with both a computer AND your phone. If you are using your phone ONLY, please follow the phone-only procedure below.

Click the image to watch a demonstration of this procedure, or follow the instructions below the video.

1. Navigate to Password Self-Service.
2. Log on using your UCT Username and Current Password.
   • If you don't have a smart phone, log out and contact the IT Helpdesk for assistance.
   • If you don’t already have the app installed, select your applicable operating system and follow the instructions provided.
   • If you’re already using the Microsoft Authenticator app (for example, for Multi-factor authentication at UCT)
     1. Open the app on your phone, then tap the built-in scanner icon .
     2. Point your camera at the QR code on your computer screen.
     3. On your computer, click Continue.
     4. Take note of the 6-digit code in the UCT PSS section of the authenticator app.
3. In Password Self-Service, you will be asked for a 6-digit code. Use the code generated by the authenticator app on your phone. This registers your current phone for use with the service.
4. After setting up the authenticator app, you will receive five recovery codes which you can use to reset your UCT password if you change phones. You will only receive these codes once, so please take note of them and keep them in a safe, accessible and secure location, such as a password manager. (Each code is only valid for one use, so use them only when you really need to.)
5. In Password Self-Service, click Update details, then review and update your recovery email (non-UCT email address) and mobile number if necessary.
6. If you need to change your UCT password, click Change Password and proceed to change your password.
7. If you've stored your password in certain programs (e.g. wireless connection, email client), update your password in those systems.

2. Set up the authenticator app with Password Self-Service using ONLY your phone

This process assumes you are working with ONLY your phone. If you are working with  both a computer AND your phone, please follow the computer and phone procedure above.

Click the image to watch a demonstration of this procedure, or follow the instructions below the video.

1. If you don’t already have the Microsoft Authenticator app installed on your phone, download and install the app from the Google Play Store (Android) or App Store (iOS).
2. On your mobile phone, navigate to Password Self-Service.
3. Log on using your UCT Username and current password.
4. You will be prompted to set up mobile app authentication. DO NOT choose your device’s operating system. Instead, select Other.
5. Copy the long Secret code near the bottom of the page to your phone’s clipboard.
6. Open the Microsoft Authenticator app on your phone.
   1. Tap the + icon in the top-right corner to add a new account.
   2. Select Other (Google, Facebook, etc.)
   3. Because you are using only your phone, scanning the QR code will not work. Instead, choose the option to Enter code manually.
   4. Under Account name, enter UCT PSS.
   5. Under Secret key, paste the long secret code you copied earlier.
   6. Tap Finish.
7. Return to the PSS web page (in your phone’s browser) and tap Continue.
   • You will be asked to enter a 6-digit code.
8. Return to the Microsoft Authenticator app, then take note of the code generated under the UCT PSS section.
9. Return to PSS in your phone’s browser:
   • Enter the code you took note of in the previous step, then tap Continue to complete the setup.
10. After setting up the authenticator app, you will receive five recovery codes which you can use to reset your UCT password if you change phones. You will only receive these codes once, so please take note of them and keep them in a safe, accessible and secure location, such as a password manager. Each code is only valid for one use, so use them only when you really need to.
11. Your mobile app authentication setup is now complete.
12. In Password Self-Service, click Update details, then review and update your recovery email (non-UCT email address) and mobile number if necessary.
13. If you need to change your UCT password, tap Change Password and proceed to change your password.
14. If you've stored your password in certain programs (e.g. wireless connection, email client), update your password in those systems.

3. Change your password

For added safety, it’s best to change your password at regular intervals – e.g. every six months. The password must comply with UCT regulations. In addition, ensure that your contact details are correct in the system. 

1. Navigate to Password Self-Service.
2. Log on using your UCT Username and Current Password.
   • Note: If you have not already set up the Microsoft Authenticator app to work with Password Self-Service, please do so now.
3. Select Change Password.
4. Enter your new password in both fields, then click Change Password.
5. Click Logout.
6. If you’re using Windows, restart your computer / device.
7. If you've stored your password in certain programs (e.g. wireless connection, email client), update your password in those systems.

4. Update your contact details in PSS

If you change your mobile phone number or your alternate email address, update these details on the system as soon as possible.

1. Navigate to Password Self-Service.
2. Log on using your UCT Username and Current Password.
   • Note: If you have not already set up the Microsoft Authenticator app to work with Password Self-Service, please do so now.
3. Select Update details.
4. Read the privacy statement and if you agree, select I Agree and click Continue.
5. On the contact information page:
   1. If your information is correct, click Update.
   2. If your information is incomplete or incorrect, enter the correct information then click Update.
6. Either Confirm the update or Go Back and enter different information.
7. Click Logout.

5. Reset your forgotten password: for those who have not set up the authenticator app with PSS

This applies if you have NOT set up the authenticator app on your phone with Password Self-Service. To use this option, you need access to your mobile phone you listed when you last updated your contact details. If you don’t have access it, seek assistance.

1. Navigate to Password Self-Service.
2. Click Forgot Password.
3. Enter your UCT Username then click Continue.
4. Enter your mobile number (or, if you didn't register one, your alternate email address) then click Continue.
5. A one-time password (OTP) token will be sent to your mobile phone (or alternate email address).
6. Enter the OTP, then click Continue.
7. Enter your new password in both fields, then click Change Password.
   • If you’re already using the Microsoft Authenticator app (for example, for Multi-factor authentication at UCT), complete the process to set up the app to work with PSS. If you're using a computer AND your mobile phone, follow these instructions. However, if you're using ONLY your mobile phone, follow these instructions.
   • If you don’t already have the app installed, select your applicable operating system and follow the instructions provided.
   • If you don't have a smart phone, log out and contact the IT Helpdesk for assistance.
8. In Password Self-Service, you will be asked for a 6-digit code. Return to the Microsoft Authenticator app, then take note of the code generated under the UCT PSS section. Enter this code in the Password Self-Service screen. This registers your current phone for use with the service.
9. After setting up the authenticator app, you will receive five recovery codes which you can use to reset your UCT password if you change phones. You will only receive these codes once, so please take note of them and keep them in a safe, accessible and secure location, such as a password manager. (Each code is only valid for one use, so use them only when you really need to.)
10. In Password Self-Service, click Update details, then review and update your recovery email (non-UCT email address) and mobile number if necessary.
11. If you've stored your password in certain programs (e.g. wireless connection, email client), update your password in those systems.

6. Reset your forgotten password: for those who have already set up the authenticator app with PSS

This applies if you have already set up the authenticator app on your phone with Password Self-Service. To use this option, you need to have access to your phone with the app and a data connection.

1. Navigate to Password Self-Service.
2. Click Forgot Password.
3. Follow the prompts to authenticate via the app on your mobile phone.
4. If you've stored your password in certain programs (e.g. wireless connection, email client), update your password in those systems.

7. Set up the authenticator app with a new phone

This applies if your mobile phone is ever lost, stolen, or replaced. Note that these instructions apply if you have already set up the authenticator app with Password Self-Service on a previous phone, and you are now using a different phone. To use this option, you need to have the recovery codes you received when you first set up the authenticator app on your previous phone. If you don’t have access to your codes, seek assistance.

1. Ensure that you have the recovery codes you received when setting up the authenticator app.
2. Log on to Password Self-Service.
3. Use one of your recovery codes to reset your password.
4. In Password Self-Service, click the Set up Mobile App Authentication tile to set up the authentication app on your new phone.
5. Follow the prompts to complete the setup process.
6. If you've stored your password in certain programs (e.g. wireless connection, email client), update your password in those systems.

Get help

Seek assistance using any of the following methods:

Staff, third parties and masters, doctoral and postdoctoral students

Undergraduate, honours and postgraduate diploma students