University of Tirana
@unitir.edu.alPersonal addresses are not accepted for official processes.
1. UT Email User Manual
1.1. Activation and login
- Step 1: Log in to the Microsoft 365 portal: https://portal.office.com
or https://outlook.office.com with the institutional address @unitir.edu.al and the password you received from IT. - Activate MFA (Multi‑Factor Authentication) by adding the Microsoft Authenticator app or SMS.
- Step 2: The system will ask you to specify “More information required” — click “Next”.
Microsoft Support +1 - Step 3: Select your primary secondary authentication method (Microsoft Authenticator app or SMS is recommended):
- App method Download the app on your phone (App Store / Google Play)
Microsoft Support+1 - A QR code will appear on the portal that must be scanned with your phone to link the account.
- Step 4: Confirm that the method has been successfully installed and identified.
- Step 5: On your next login, after entering your password, you will be prompted for a code or approval from the Authenticator app — this is MFA in action.
- Access the mail from: https://outlook.office.com or the Outlook app (desktop/mobile).
1.2. Safe use
- Verify the sender's address and links (phishing warning).
- Always use MFA; don't share verification codes.
- Do not send personal/confidential data without encryption.
- Clean up spam; report abuse to IT.
- Store official messages according to archiving policies.
1.3. Ethics & professional communication
- Use clear, correct and polite language.
- Use it subject official description and signature.
- Do Reply-All only when necessary.
- Activate out of office for absences.
1. When formatting official electronic mail (e-mail), language and communication rules and ethics in public administration must be applied, such as:
- a) be compiled formally and confidential comments should not be used, as messages may be published for administrative purposes or used as judicial evidence;
- b) be formulated using grammatical rules and avoid misunderstandings;
- c) contain acceptable text formatting;
- d) be in accordance with ethics in public administration;
- e) do not attach unnecessary files;
- f) contain at the end a note with the name and contact details of the person;
- g) to place, when appropriate, the cc address of the manager of the employee sending the electronic message;
- gj) be formulated within the rules of ethics in public administration;
2. Their use is not limited to sending simple text messages, but also to sending files of various formats with limited capacities.
3. Electronic messages may be saved and printed for administrative or judicial reasons. For official documents that require deadlines to be met, the time of their delivery should be the official working day hours.
4. The institution prohibits any form of discrimination based on age, race, gender, physical or mental ability, source of income, religious belief or political affiliation when using ICT services.
5. Employees must use the institution's email and internet service only for the purpose of fulfilling the tasks assigned by the employer. It is prohibited to use the official email address for private purposes.
6. The official email address and electronic messages are not the individual property of UT personnel.
7. The University of Tirana handles and evaluates all electronic information, according to the relevant procedures for its security, preservation and destruction, in accordance with the provisions provided for in the legislation on archives.
8. Personal data shall have the same meaning as that provided for in the legislation on the protection of personal data. The official e-mail address is not considered personal data, but its content may contain personal data.
9. To respect procedures for the correct use of electronic mail.
10. Communication via email with domain name @unitir.edu.al, or alternative forms made available by the University of Tirana, reference is made to the legislation on higher education, the UT Statute, the Regulation and the UT Code of Ethics. Any action or inaction in violation of these acts, if it does not constitute a criminal offense, is punished with disciplinary measures, according to the provisions of the legislation in force.
1.4. Example of official signature
First Name Last Name | Academic Title Unit / Faculty, University of Tirana 📧 firstname.name@unitir.edu.al | ☎ +355 xx xxx xxxx 📍 Bulevardi “Dëshmorët e Kombit”, Tirana — This communication may contain protected information. If you are not the intended recipient, please notify the sender and delete the message.
2. Legal Framework and Institutional Regulations
This section defines the legal basis and regulatory documents that govern the use of institutional email at UT.
2.1. Legal basis
- Law No. 80/2015 “On Higher Education and Scientific Research”.
- UT Statute, Article 86.
- University of Tirana Regulations, Articles 99, 100, 101, 102.
- Internal regulations, Articles 34,35.
- Rector's Orders/Regulations for official communication through @unitir.edu.al.
- Law No. 9887, dated 10.3.2008 on the protection of personal data
2.2. EU standards & recommendations
- Electronic communications retention/archiving policies (records management).
Rights and obligations of the Information Technology (IT) unit
in the administration of the University of Tirana
1. IT employees in the University administration have the following duties and responsibilities:
- a) for solving technical problems in cases of anomalies or defects. In cases of service provision by the relevant structures of the UT Rectorate, they are responsible for informing them via official e-mail and cooperating in solving problems;
- b) to ensure the size of files that can be attached to email messages, which together with the content of the email should not be larger than 10MB;
- c) for ensuring the standard of electronic address configuration;
- d) for the opening of all "Domain Names" with abbreviations of their institution's name or acronyms;
- e) for the installation and updating of "antivirus" and "antispyware" programs, both on servers and on local computers of UT personnel. In this regard, it is mandatory that users are not given rights to change the options of these programs;
- f) for the creation, modification and destruction of address lists according to the needs dictated by the institution in accordance with the legislation in force;
2. In cases where users are observed not complying with the regulations on the use of services, measures should be taken to temporarily and/or permanently discontinue the service.
1. Users of the computer system, part of the academic staff, academic and administrative assistants, as well as students, have the duty and responsibility to:
- a) to respect the procedures for the good use of electronic mail by using it only and exclusively for work purposes;
- b) not allow the unauthorized installation or use of communication software (directly or by e-mail);
- c) not to use communication programs (direct or by e-mail) for personal reasons, profit and discrimination;
- ç) not to use unauthorized software for direct communication or only after being advised about its operation and being assigned an individual identification address;
- d) not to deactivate or alter antivirus systems installed on the Institution's computers when unauthorized;
- dh) not to open electronic messages that seem suspicious and/or that come from unknown external addresses;
- e) not to open materials attached to messages that they do not expect to receive or that come from unknown, unofficial, internet and/or suspicious addresses;
- ë) not to activate options that enable automatic distribution of e-mail in cases where programs for managing electronic mail (MAIL CLIENT) are used;
- f) not to send chain messages but to delete them in cases where they come from external addresses or from official addresses but have no work-related content;
- g) not attempt to eliminate "spam" or "malware" messages through services provided on the Internet. In these cases, assistance from technical personnel should be sought;
- gj) not to forward messages containing spam, malware, to other official addresses;
- a) send or resend messages (whether official or private) that have been mistakenly received by the addressee or the sender;
- b) access e-mail regularly and respond to messages as quickly as possible. In special cases when access to additional services is needed, assistance from IT staff should be sought.
2. In cases where users are observed not complying with the regulations on the use of services, measures should be taken to temporarily and/or permanently discontinue the service.
3. Obligation to Use Official Mail
- In order to ensure official communication between governing bodies at every level, between academic, academic support and administrative staff and students, the University creates and maintains electronic mail.
- In accordance with this provision, each member of the academic, academic support and administrative staff, as well as each student, is provided with such an address.
- Email is used as a means of official communication and any information distributed through it is considered to have been received by University of Tirana personnel.
- The use of official e-mail must in any case respect the requirements of legislation on the protection of personal data.
- Personal addresses (e.g. Gmail, Yahoo) are not accepted for academic and administrative communication.
- Communications from the rectorate, faculties, secretaries and IT services are sent/received only by @unitir.edu.al.
- Students use the institutional address for submissions, communications, learning platforms, and research.
4. Recommendations for Users (Best Practices)
4.1. Security & privacy
- Notify IT immediately of any suspicions. Phishing or account compromise.
- Use strong passwords (≥8 characters) and do not reuse them.
- Enable encryption when sending personal/sensitive data.
- Check recipient lists before sending (minimizing data exposure).
4.2. Communication efficiency
- Clear subject; short & structured content.
- Use labels/folders for organization; archive closed messages.
- Avoid unnecessary “Reply-All”.
- Use “Out of Office” with alternative contacts.
5. Downloadable Documents
Post links to official documents (PDF/DOCX) once they are uploaded to the UT server.
6. Frequently Asked Questions
I can't log in to my account. What do I do?
Contact the IT Helpdesk for password reset. Verify if MFA is enabled. Try logging in from https://outlook.office.com.
How do I enable MFA?
Log in https://mysignins.microsoft.com → Security information → add Microsoft Authenticator or SMS as a two-factor.
Can I use personal email for official communications?
No. For official academic and research processes, only the address is used. @unitir.edu.al.
7. Technical Support & Contacts
Please contact the IT Department for access issues, MFA, phishing, archiving, and security policies.
- Faculty of Law 📧 lirim.korbi@unitir.edu.al
📍 Faculty of Law, “Milito Tutulani” Street, Tirana
- Faculty of Economics 📧 denis.kasaj@unitir.edu.al
📍 Faculty of Economics, “Arben Broci” Street, Tirana
- Faculty of History and Philology 📧 enkelejda.cifliku@unitir.edu.al
📍 Faculty of History, Elbasani Street, Tirana
- Faculty of Foreign Languages 📧 dejan.kushta@unitir.edu.al
📍 Faculty of Foreign Languages, Elbasani Street, Tirana
- Faculty of Natural Sciences 📧 endri.zjarri@unitir.edu.al
📍 Faculty of Natural Sciences, “Zogu I” Boulevard, Tirana
- Faculty of Social Sciences 📧 stefani.mici@unitir.edu.al
📍 Faculty of Social Sciences, “Gjergj Fishta” Boulevard, Tirana
- Institute of European Studies 📧 fatjon.mecaj@unitir.edu.al
📍Institute of European Studies, Elbasani Street, Tirana
- UT Branch, Saranda 📧 marjan.kulla@unitir.edu.al
📍UT Branch, Saranda, “Studenti” Street, Neighborhood No. 3 Saranda
- Rectorate of the University of Tirana 📧 juxhin.caushi@unitir.edu.al
- Rectorate of the University of Tirana 📧 gerald.koci@unitir.edu.al
📍Rectorate, "Martyrs of the Nation" Boulevard, "Mother Teresa" Square, Tirana