IT Connect
Information technology tools and resources at the UW

Provision Access to UW-IT Services for UW Affiliates

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By default, UW affiliates such as retirees, alums, and Sponsored UW NetIDs do not have access to some UW-IT services such as UW G Suite and UW Office 365.  However, UW affiliates who work on behalf of the UW can have their UW NetID provisioned for access to UW G Suite and UW Office 365 by a current UW employee using the Provisioning Request Tool (PRT).

Provisioned access to UW G Suite and UW Office 365 lasts for one year and must be renewed annually by a current UW employee.

For information about provisioning access to UW G Suite and UW Office 365 for a Shared or Admin UW NetID, click here.

What UW-IT services are available for UW affiliates via the Provisioning Request Tool (PRT)?

Currently, only UW G Suite and UW Office 365 are available via the Provisioning Request Tool (PRT).  For access to other UW-IT services, please email help@uw.edu.

Please note: On this page, “UW-IT services” refers specifically to UW G Suite and UW Office 365.

Who is eligible to have UW-IT services provisioned to them?

UW-IT services may be provisioned to UW affiliates who are performing work on behalf of or in support of UW and its faculty, staff, and students.  Use of these services must follow UW’s Appropriate Use policies and may be subject to public records and other compliance-related disclosures.  Temporary UW NetIDs are not eligible for access to UW-IT services.

Who can provision access to UW-IT services for a UW affiliate?

All UW employees, regardless of role, may provision access to UW-IT services for UW affiliates if the following conditions are satisfied:

  • Provisioning access to UW-IT services for UW affiliate(s) is necessary to support UW employee(s) in work (e.g., teaching or research) or administration; and
  • In your position as a UW employee:
    • You are responsible for supervising the UW affiliate(s) that would be provisioned for access to UW-IT services; or
    • Within your department or organizational unit you are responsible for administering the allocation of access to resources; or
    • The executive head of your department or organizational unit has expressly delegated to you the responsibility to supervise the provisioning of access to UW-IT services for UW affiliates

What are the responsibilities of a UW employee who provisions access to UW-IT services for a UW affiliate?

By provisioning access to UW-IT services for a UW affiliate, you are confirming that it is appropriate for the UW affiliate to have access to UW-IT services in order to conduct work relevant to the University of Washington. UW’s Appropriate Use policies apply to the UW affiliate’s use of UW-IT services.

Washington state laws, policies, and audit practices, as well as federal and state contract-compliance laws to which the UW is subject, require that state resources (e.g., computers and network) be used only for University-related activities. All University policies regarding the appropriate use of state resources and responsible personal conduct apply to the use of its computing and networking resources. In addition, use of computing resources must comply with the restrictions and acceptable practices established specifically for these resources.

If you provision access to UW-IT services for a UW affiliate, then you have the following responsibilities:

  • You must communicate to the UW affiliate that their use of UW-IT services should respect others and must not interfere with the operation of UW computers and networks; and
  • If your department or organizational unit has specific rules about use of UW-IT services that are unique to your department or unit, then you must communicate those specific rules to the UW affiliate

Annual Renewal

Provisioned access to a UW-IT service lasts for one year and must be renewed annually by a current UW employee.  UW employees will receive a notification email to remind them to login to the Provisioning Request Tool (PRT) to review (renew or revoke) an existing provision 90 days before a provision is scheduled to expire for a UW affiliate.  If no action is taken, additional notification emails will be sent 30 days, 7 days, and 1 day prior to the expiration date of the provision.  When a provision expires, access to the UW-IT service for the UW affiliate will be removed and the associated account will be deleted.

When a provision expires or the UW employee who provisioned access to a UW-IT service for the UW affiliate departs the UW, the UW affiliate will receive a notification email regarding expiring UW-IT services.  The UW affiliate will have a 14-day grace period to find a new UW employee to provision continued access to a UW-IT service.  If a new UW employee to provision continued access to a UW-IT service is not found, access will be removed and the associated account will be deleted according to the account lifecycles below.

UW G Suite Account Lifecycle

UW Office 365 Account Lifecycle

Provisioning Request Tool (PRT)

If you are a UW employee who needs to:

  • Provision access to UW-IT services for a UW affiliate; or
  • Review (renew or revoke) existing provisioned access to UW-IT services for a UW affiliate

With your personal UW NetID, log in to the Provisioning Request Tool (PRT).

If you are a UW affiliate who needs access to UW-IT services:

  1. Contact a current UW employee with whom you are actively working with in your role at UW.  This may be a different person than a contact from a previous role or relationship with the UW.  For example, if you are a retired instructor who is now volunteering with Advancement, your contact would be in Advancement, not in your previous academic department.
  2. Inform the current UW employee (your contact) that you need access to a UW-IT service and provide the current employee with:
    • Your UW NetID
    • A working email address (a personal, non-UW email address is acceptable)
  3. Instruct the current UW employee to log in to the Provisioning Request Tool (PRT) and provision you access to a UW-IT service using the UW NetID and working email address you provided.
  4. Please note:  Your working email address will receive an email notification with instructions on how to activate your newly provisioned UW-IT service.  You must follow the instructions in the email notification to activate your newly provisioned UW-IT service.