On this page
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What is a Sponsored Identity?
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Onboarding Timeline
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Access Upon Activation
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Making Requests After Activation
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Account Renewal
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Account Deactivation Timeline
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Additional Resources
Learn about Sponsored Identities, their NetIDs, and their access to some university systems, including email and VPN.
What is a Sponsored Identity?
Sponsored Identities are made for individuals with valid business reasons to have University access, who do not fit the categories of Students, Alumni, Faculty, or Staff. These are most often vendors, contractors, and visiting researchers. Being a Sponsored Identity grants an individual access to Yale resources as needed. This can involve physical access, electronic access, or both.
Sponsored Identities (SIs) are managed through Yale’s Sponsored Identity System. This service is available to all Yale employees, and it provides request and reporting capabilities for managing SIs. Visit the Sponsored Identity System website. Please see the Additional Resources section of this page for assistance using the Sponsored Identity System as well as guidance on the types of SIs.
Onboarding Timeline
This process is estimated to take between 24 and 48 hours.
| Stage | Details | Next Steps |
|---|---|---|
| Request submission | Either a Create SI or Reactivate SI is submitted for the relevant individual. | A Request for Approval notification will be sent to the Business Partner(s) and Strategic Business Partner(s) of the sponsoring department. |
| Request review | The Business Partner(s) or Strategic Business Partner(s) review and approve or reject the request. | Notification of approval or rejection will be sent to the requestor. |
| Account creation / reactivation | If the request is approved, a NetID is automatically created. It is provided to the requestor within 24 hours via a Request Completion notification. | Upon request completion, the individual’s NetID can be activated on the NetID Management webpage, using a PIN and the SI’s date of birth. |
Please note, all SI requests (Create SI, Reactivate SI, Modify SI, Deactivate SI) must be approved by the Business Partner or Strategic Business Partner within 8 days of request submission. A reminder email will be sent after 4 days of inaction. The request will automatically be canceled after 8 days of inaction.
Access Upon Activation
Upon NetID activation, SIs will be directed to set up a device with DUO for multifactor authentication (MFA). They will also be directed to add a non-Yale recovery email in case of a forgotten password. Additionally, after activation, they will be able to use their credentials to log into the Yale resources they are eligible for.
Office 365 accounts are not provided to SIs by default. They must be requested separately (see instructions below).
If an SI has VPN access, the VPN can be used upon download. To see which SI types are given access by default, please see VPN for a Sponsored Identity. See Off Campus Access VPN: Setup and connect to Yale VPN for guidance on downloading and connecting to the VPN. It also has a list of applications that require the VPN to access. Please note that Sponsored Identities are not eligible to access online library resources.
Making Requests After Activation
If not provided, VPN access can be requested through the VPN Access Exception Request form. Note that Sponsored Identities are not eligible to access online library resources.
An Office 365 account can be requested through the Office 365 User Account Request form after NetID activation.
Please note, both VPN and Office 365 requests require approval from an SI’s Business Partner or Strategic Business Partner.
Account Renewal
At any point prior to their end date, the duration of a Sponsored Identity can be extended or shortened. This is done using the Modify SI request form in the Sponsored Identity System. As noted previously, all requests require approval from the sponsoring department’s Business Partner or Strategic Business Partner. Once approval is granted, the updated end date will be automatically reflected. Please note, if a Modify SI request is made on the SI’s end date, an additional 24 hours will be required for request processing.
Account Deactivation Timeline
| On this day: | These actions occur: | If the account should be deactivated: | If the account should be extended: |
|---|---|---|---|
| 30 and 10 calendar days before the SI end date | The SI’s Business Partner(s), Strategic Business Partner(s), and original requestor receive email notifications that the SI will soon be deactivated. | No action needs to be taken. | A Modify SI request must be submitted with an updated end date. |
| The SI end date |
The SI’s Business Partner(s), Strategic Business Partner(s), and original requestor receive email notifications that the SI has been deactivated. The SI’s NetID will be locked, preventing access to Yale systems. The SI’s email account will be disabled (if applicable). The SI’s VPN access will be removed (if applicable). |
No action needs to be taken. | A Reactivate SI request should be submitted after 12pm the following day. The request timeline discussed above is applicable. |
If a Sponsored Identity is being terminated for cause, please call the Help Desk at (203) 432-9000.
Additional Resources
- For more information about the different Sponsored Identity types and their term lengths, visit the Sponsored Identity Type list within the Sponsored Identity System (access requires Yale connection).
- To determine whether an individual is eligible to become a Sponsored Identity, please see the Identity Management Decision Tree.
- For guidance on using the Sponsored Identity System, please see the Sponsored Identity Quick Guide.
- If there are any issues, please review this list of common errors in processing, or call the Help Desk at 203-432-9000 for further assistance.