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Passport York

**Please note that your computing accounts will expire when you graduate. Please see the Account Lifecycle tab for more information.

Passport York’s fixed maintenance window is every Wednesday between 5:00 a.m. and 7:00 a.m. Services that might be unavailable during this time include all Student Record Services and Applications—REM, Manage My Services, AirYork, YorkNet, VPN, and Parking Services.

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Set up your Passport York Account

Log in to http://mms.yorku.ca (Manage My Services) using your student number for your username, and your date of birth for your password (in the format YYYYMMDD). Then follow the directions to change your password.

You will be prompted to set up Two-Factor Authentication (2FA) soon after your initial Passport York login. Please check out the Duo 2FA page for setup instructions>>

**Please note the Two-Factor Authentication (2FA) setup takes approximately 5-10 minutes to complete, so please make sure you have enough time to complete this without leaving partway through the setup process.

Reset Your Password 

**Please note you must already know what your password is before using this option

1. Go to Manage My Services.

2. Click on the check box beside “Click this box before logging in to change your Passport York password”.

3. Login using your Passport York username and password and follow the prompts to change your password.

1. Visit IT Support Services. You must know your student number.

2. Bring one of the following IDs:

  • Government-issued photo ID (driver’s licence, passport, etc.) and a second piece of ID (doesn’t need to be photo ID)
  • YU-card (issued to active students since Sep 2006)

1. Call us at 416-736-5800.

2. Once your Passport York password has been reset, please update your security questions here.

3. Use the link titled “Update my security questions” under the “My Personal Info” section.

**Please note if you can’t remember your username, you can look up your username online or reset your password online (instructions above). Your username will be revealed to you once you complete the process of resetting your password.

Obtaining Transcripts

Alumni need a Passport York account in order to request a transcript. UIT can help you with any issues you may have with your Passport York account.

Click here to reset your password>>

Look up your username online>>

For any additional help and information regarding transcripts please access York University’s Registrar’s Website.

Registrar’s Office>>

Overview:

Your status as a student with the Registrar’s Office drives the state of your computing accounts. Computing accounts such as email, OneDrive, and MyApps, are created once you receive your student number and choose a Passport York username.

Please see the tabs below (Active state, Expiring state, Cancelled state, Removed state) for more information about your computing services/accounts. Please pay special attention to the expiring state because that is when you have your last opportunity to get any emails or files out that you may want to keep.

As a reminder, your computer services/accounts have a certain lifecycle to them, but your Passport York account will be available should you need to get your student records, transcripts, or continue with more schooling.

Your computing accounts are active when you are enrolled in York University courses.

If you are no longer an active student (you withdrew or dropped from all classes, no longer registered for courses, have unpaid fees, program requirements not met, finished school, or graduated), your computing accounts enter an expiry process. You will receive an email notification that you are no longer an active student and that your accounts are set to expire and will be removed if you are not going to attend York University classes.

Timelines:

  • If you drop/withdraw from all your courses and are no longer registered in any courses at any time from the start of September to the end of April, then expiration will start the following month.
  • If you drop/withdraw from all registered courses any time in September, then expiry will start the following month in October.
    • If you drop/withdraw from all registered courses any time in October, then expiry will start the following month in November.
    • If you drop/withdraw from all registered courses any time in January, then expiry will start the following month in February.
    • If you drop/withdraw from all registered courses any time in February, then expiry will start the following month in March.
  • If you finish all your courses and exams in December of the year and are not registered for any more courses by September, then expiry will happen on October 15th of that same year.
  • If you finish all your courses and exams in April of the year and are not registered for any more courses by September, then expiry will happen on October 15th of that same year.
  • If you finish all your courses and exams in August of the year and are not registered for any more courses by September, then expiry will happen on October 15th of that same year.

**Please note that your Passport York username and password will still work for accessing enrolment, grades, tax forms, transcripts, records and other post-university access services available on registrar.yorku.ca.

Save your Google Apps Data:

1. Update your profiles that are linked with your YorkU email (such as Facebook, online forums, job posting boards, banking, credit cards) with your personal email address.

2. Access and Download all of your Google Apps Data (Including your emails):

3. Save your emails.

  • The easiest thing to do while you can still log into your account is to go into your email account and forward any important emails you have to your own personal email account.

Save your Outlook and OneDrive Data:

1. Update your profiles that are linked with your YorkU email (such as Facebook, online forums, job posting boards, banking, credit cards) with your personal email address.

2. Access and Download all of your OneDrive Data:

3. Save your emails.

  • The easiest thing to do while you can still log into your account is to go into your email account and forward any important emails you have to your own personal email account.

Outlook.com (web version) doesn’t have a direct export option, but you can still save your emails by connecting your webmail to an email client like Outlook or Thunderbird. Here’s how to do it: 

Method 1: Export via Outlook Desktop 

  1. Set Up Outlook Desktop App: 
  • Download and install the Outlook desktop app if you don’t have it. 
  • Add your Outlook.com email account (go to File > Add Account). 
  1. Sync Your Emails: 
  • Wait for all your emails to sync into the desktop app. 
  1. Export Your Emails to PST: 
  • Follow the steps above (see Method 1 under Outlook Desktop App). 

  1. Install Mozilla Thunderbird: 
  • Download and install Mozilla Thunderbird (a free email client). 
  1. Add Your Outlook Account: 
  • In Thunderbird, go to Account Settings > Add Mail Account, and enter your Outlook credentials (you may need to enable IMAP in your Outlook settings). 
  1. Sync Your Emails: 
  • Wait for Thunderbird to sync all your emails. 
  1. Save or Backup Emails: 
  • Once synced, you can either manually save the emails to your computer or use extensions like ImportExportTools NG to export all emails in one go. 

Users can export their inbox to a .pst file and then use this tool with steps on how it works, to import .pst files into gmail. 

Download Google Workspace Migration for Microsoft® Outlook® – Google 

Download and install the GWMMO tool by Google to migrate email, contact, and calendar data from Microsoft® Outlook® profiles and PST files to Google Workspace. 

  

Your accounts are in the cancelled state. This means that the accounts are still present, but you cannot log into them.

If you do not enrol in courses, your computing accounts will be eventually removed and unrecoverable. If you become an active student, your computing accounts will go fully active again.

**Please note your Passport York username and password will still work for accessing enrolment, grades, tax forms, transcripts, records and other post-university access services available on registrar.yorku.ca. However, the expiry process has started and you currently no longer have access to the account services such as email and OneDrive if you do not enrol in courses.

Note that in order to activate your computing accounts, you must enrol in a course offered through the York University Registrar’s Office. For example, AQ courses from Faculty of Education are outside of the York University Registrar’s course offerings and will not activate your computing accounts.

When your accounts enter the removed state, they are deleted and unrecoverable. Your email account no longer exists and if anyone sends an email to it, it will bounce back with a message stating the email account doesn’t exist, also any forwarding settings and vacation messages you set will no longer function either.

**Please note that your Passport York username and password will still work for accessing enrolment, grades, tax forms, transcripts, records and other post-university access services available on registrar.yorku.ca. However, the expiry process has completed and you no longer have access to the account services such as email and OneDrive if you do not enroll in courses.

If you come back as a student after this state has occurred, you will have the computing services that you would normally have access to as an active student, but the accounts will be empty as if they were brand new accounts.

Frequently Asked Questions

1. Use use passphrases. For example, string together words such as “I love this winter weather in the springtime” to create a passphrase ILoveThisWinterWeatherInTheSpringTime. It is stronger than RgFZV!RvgP@9QB7 and easier to remember.

2. Incorporating numbers and symbols into your password increases the strength of your password. One common hacking technique is to try words and phrases.  To further add complexity to your passwords, use at least a 15-character long password and incorporate numbers, symbols and uppercase.

3. Security experts recommend that people never reuse their passwords on different accounts, although this is much easier said than done. With people having more and more accounts on different platforms and websites, it’s simply hard to remember different passwords for different accounts.

Using a password manager negates the need to memorize multiple passwords by storing all your passwords in a virtual vault–you only have to memorize one password

For more information on choosing a strong password, read InfoSec’s article>>

Passport York password complexity requirements update>>

You may set up one or more of your security questions and answers as they will be used to authenticate your identity if you forget your Passport York password.

1. Visit the student web services page.

2. Use the link titled “Update my security questions” under the “My Personal Info” section.

1. Go to Manage My Services.

2. Click on the check box beside “Click this box before logging in to change your Passport York password”.

3. Login using your Passport York username and password and follow the prompts to change your password.

Reset your Passport York password >>.

• Call the Registrar’s Office at 416-872-9675. 

• Email  transcpt@yorku.ca  with a legible, scanned attachment of a government-issued photo identification (e.g. passport, driver’s license, age of majority card etc.).

• Visit Student Support & Advising in the Bennett Centre with a government-issued photo id (e.g. passport, drivers license, BYID card etc.) to obtain your student number. 

If you are York alumni, learn more >>.

If you are a current York student, order your transcript >>.

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