Interlocking Y's

Staff and Faculty Identity Lifecycle

On this page

  • Onboarding Timeline

  • Access Upon Activation

  • Making Requests After Activation

  • Account Deactivation Timeline

  • Additional Resources

Read about the different stages of a staff or faculty member’s NetID, as well as information about email and VPN.

 

Onboarding Timeline

Stage Details Next Steps
Background check received If within 180 days of an employee’s start date, a NetID and digital identity are established on their behalf.
 		 The identity needs to circulate through various University systems before the account is ready for activation.
Account distribution The employee’s manager or supervisor will notify them when their NetID is ready to be activated and send them their activation PIN. The individual’s NetID can be activated on the NetID Management webpage using their PIN and date of birth.

 

Access Upon Activation

Upon NetID activation confirmation, employees 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.

An “@yale.edu” email address will also be provided with an employee’s NetID. Faculty and staff accounts are set up with Office 365, which includes access to Outlook, Teams, OneDrive, and many other Office 365 applications. Visit the Webmail portal to sign into an email account for Office 365.

Staff and faculty often need VPN access for secure Yale applications, and this access is given upon account creation. See Off Campus Access VPN: Setup and connect to Yale VPN for guidance on downloading and connecting to the VPN, as well as a list of applications that require the VPN to access.

Making Requests After Activation

There are many requests that can be made by employees for email-based services. Some examples are requests for additional aliases, email configuration, or distribution lists. Please see the Requests for Microsoft 365 webpage.

To change a preferred name or email alias, see How to change your preferred first name and email alias.

 

Account Deactivation Timeline

On this day: These actions occur for outgoing Staff and Faculty (including retirees) These actions occur for outgoing Temporary Casuals, Contingent Workers, and Academic Affiliates If the account should be deactivated: If the account should be extended:
An employee’s end date A 45-day grace period begins. For this period, employees will still have access to their Yale accounts as normal.

The employee’s NetID is locked, preventing access to Yale systems.

The employee’s email account will be disabled.

The employee’s VPN access will be removed.

 No action needs to be taken. Contact your group’s Business Office for help regaining or maintaining access to Yale systems.
30, 10, and 3 days before an individual’s grace period end date Email notifications are sent to the individual about their impending deactivation. N/A No action needs to be taken. Contact your group’s Business Office for help maintaining access to Yale systems.
An employee’s grace period end date

The employee’s NetID is locked, preventing access to Yale systems.

The employee’s email account will be disabled.

The employee’s VPN access will be removed.

 N/A No action needs to be taken. Contact your group’s Business Office for help regaining access to Yale systems.

 

Please note, employees terminated for cause will be deactivated immediately. If a former staff or faculty member returns to Yale, they will receive their original NetID with access appropriate to the position that they now hold.

 

Additional Resources

If there are any issues, please call the Help Desk at 203-432-9000 for further assistance.