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Provision UW G Suite & UW Office 365 to UW affiliates & Sponsored UW NetIDs

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By default, UW affiliates such as retirees, alumni, and Sponsored UW NetIDs do not have access to UW G Suite (Google) and UW Office 365, UW’s two world-class, cloud-based productivity platforms.  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).

**PLEASE NOTE:** All existing UW G Suite and UW Office 365 accounts associated with UW affiliate and Sponsored UW NetIDs must be re-provisioned for access using the PRT before February 12, 2019.  As of that date, any UW G Suite and UW Office 365 accounts associated with UW affiliate and Sponsored UW NetIDs that have not been re-provisioned for access through the PRT will be deactivated and all content (email, contacts, files, folders, etc.) will be permanently deleted.

How do I know if I have a UW G Suite and/or UW Office 365 account associated with my UW NetID?

If you are unsure about what accounts are associated with your UW NetID, you can log in to the UW Email Forwarding page here.

  • If you see the option to Forward to UW Office 365, your UW NetID has a UW Office 365 account.
  • If you see the option to Forward to UW G Suite, your UW NetID has a UW G Suite account.

If you wish to continue using either or both accounts, you must have a current UW employee re-provision access to your accounts using the PRT before February 12, 2019.

Who is eligible to have UW G Suite and UW Office 365 provisioned to them?

UW G Suite and UW Office 365 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 to be provisioned for access to UW G Suite and UW Office 365.

To provision UW G Suite and UW Office 365 to a Shared UW NetID, please visit this page.

Who may request that UW G Suite and UW Office 365 be provisioned to a UW affiliate?

UW employees (faculty and staff) in the following positions are presumed to have the authority to request the provisioning of UW G Suite and UW Office 365:

  • Deans, Department Chairs, Heads of Administrative Units
  • Department administrator (academic, medical, administrative)
  • Computing Director
  • Research study coordinator
  • Principal investigator
  • Faculty or staff member who coordinates volunteers
  • Faculty or staff working with collaborators outside of UW
  • Project manager working with vendor or consultant

All UW employees, regardless of role, may request to provision UW G Suite and UW Office 365 to UW affiliates if the following conditions are satisfied:

  1. Provisioning UW G Suite and UW Office 365 to UW affiliate(s) is necessary to support UW employee(s) in work (e.g., teaching or research) or the UW administration; and
  2. In your position as a UW employee either (a) you are responsible for supervising the UW affiliate(s) that would be provisioned UW G Suite and UW Office 365, or (b) within your department or organizational unit you are responsible for administering the allocation of access to resources, or (c) the executive head of your department or organizational unit has expressly delegated to you the responsibility to supervise the provisioning of UW G Suite and UW Office 365 to UW affiliates.

What are the responsibilities of a UW employee who provisions UW G Suite and UW Office 365 to a UW affiliate?

By requesting access to UW G Suite and UW Office 365 on behalf of a UW affiliate, you are confirming that it is appropriate for that UW affiliate to have access to UW G Suite and UW Office 365 in order to conduct work relevant to the University of Washington. UW’s Appropriate Use policies apply to their use of UW G Suite and UW Office 365.

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. Guidelines for the appropriate use of UW computing and network resources can be found on UW’s Appropriate Use policies page.

If you make a request to provision UW G Suite and UW Office 365 to a UW affiliate, then you have the following responsibilities:

  1. You must communicate to the UW affiliate(s) that their use of UW G Suite and UW Office 365 should respect others and must not interfere with the operation of UW computers and networks; and
  2. If your department or organizational unit has specific rules about use of UW G Suite and UW Office 365 that are unique to your department or unit, then you must communicate those specific rules to the UW affiliate(s).

To reduce risk to the UW, the UW Attorney General’s Office has advised that an agreement to use UW G Suite and UW Office 365 according to UW’s Appropriate Use policies must be acknowledged by the UW employee provisioning access to UW G Suite and UW Office 365 to a UW affiliate, and by the UW affiliate themselves.  The Appropriate Use agreement will be presented for acceptance via the PRT during the provisioning process.

How does a UW affiliate obtain access to UW G Suite and UW Office 365?

If you are a UW affiliate and need access to UW G Suite and/or UW Office 365, a current UW employee can provision access to these productivity platforms on your behalf.

Access to UW G Suite and UW Office 365 lasts for one year and must be approved annually by a current UW employee.  UW’s Appropriate Use policies apply to your use of UW G Suite and UW Office 365.  If your access expires or your UW employee contact separates from the UW, you will receive a notification email.  You will have a 14 day grace period to allow you to find a new UW employee to provision you continued access to UW G Suite and UW Office 365.

What other UW-IT computing services are available to be provisioned?

Currently, only UW G Suite and UW Office 365 are available to be provisioned using the Provisioning Request Tool (PRT).  If you need access to other UW-IT computing services, please click here.

Provisioning Request Tool (PRT)

If you are a UW affiliate who needs access to UW G Suite and/or UW Office 365, follow these steps:

  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 UW G Suite and/or UW Office 365 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): https://provision.uw.edu and follow the instructions to provision you access to UW G Suite and/or UW Office 365, using the UW NetID and working email address you provided.  They will be presented with an Appropriate Use agreement that they will have to acknowledge that they understand and accept.
  4. IMPORTANT:  Your working email address will receive an email notification with instructions on how to activate your newly provisioned UW G Suite and/or UW Office 365 account(s), including an Appropriate Use agreement that you will have to acknowledge that you understand and accept.  You must follow the instructions in the notification email to activate and access your UW G Suite and/or UW Office 365 account(s).

Manage access to provisioned UW G Suite and UW Office 365 accounts

Current UW employees can review and revoke access to UW G Suite and UW Office 365 for any UW affiliates they have provisioned access to by visiting https://provision.uw.edu and selecting Manage your provisioned services.