IT Connect
Information technology tools and resources at the UW

Provision UW-IT computing services to UW affiliates (Sponsored NetIDs)

By default, UW affiliates such as retirees, alumni, and Sponsored UW NetIDs are not provisioned with UW-IT computing services such as UW G Suite (Google) and UW Office 365, and cannot request these services on their own. However, those who work on behalf of the UW can have their UW NetIDs provisioned for access to UW-IT computing services.

Why don’t UW affiliate, Sponsored, and Shared UW NetIDs have default access to UW-IT computing services such as UW G Suite and UW Office 365?

To reduce risk to the UW, the UW Attorney General’s office has advised UW-IT that an agreement to use UW-IT services such as UW G Suite and UW Office 365 according to UW-IT Appropriate Use guidelines needs to be acknowledged by 1) the party provisioning the use of UW-IT computing services to UW affiliates and 2) UW affiliates themselves.

What 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 any other UW-IT computing services, please contact help@uw.edu.

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

UW-IT computing services may be provisioned to UW affiliates who are not regular members of the UW community when those UW affiliates 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 or UW Office 365.

To provision UW-IT computing services to a Shared UW NetID, please visit this page.

Who may request that UW-IT computing services be provisioned?

UW employees (faculty and staff) in the following positions are presumed to have the authority to request the provisioning of UW-IT computing service(s):

  • 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-IT computing services to UW affiliate(s) if the following conditions are satisfied:

  1. Provisioning UW-IT computing services 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-IT computing services, 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-IT computing services to UW affiliates.

What are the responsibilities of those who request provisioning of UW-IT computing services to a UW affiliate?

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

If you make a request to provision UW-IT computing services to UW affiliate(s), then you have the following responsibilities:

  1. You must communicate to the UW affiliate(s) that their use of UW-IT computing services 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-IT computing services that are unique to your department or unit, then you must communicate those specific rules to the UW affiliate(s).

What rules, regulations, and policies apply to the use of UW-IT computing 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. Guidelines for the appropriate use of UW computing and network resources can be found on UW-IT’s Appropriate Use page.

How does a UW affiliate obtain access to UW-IT computing services?

If you are a UW affiliate, i.e. you have a personal UW NetID but do not have access to required UW-IT computing services (e.g. UW G Suite, UW Office 365), a current UW employee can request provisioning of those services for you.

To obtain UW-IT computing services, you will need to 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.

Inform the current UW employee (your contact) that you need access to UW-IT computing services (e.g. UW G Suite, UW Office 365), and direct them to to request access using the Provisioning Request Tool (below). The request for services lasts for one year and must be approved annually by the current UW employee. All UW-IT’s Appropriate Use policies apply to your use of the UW-IT services. If your access expires or your primary contact leaves the UW, you will receive a notification email. You will have a 14-day grace period to allow you to find a new individual to request access on your behalf.

To access the Provisioning Request Tool, have the current UW employee click the following link and login with his/her UW NetID, and follow the instructions on the page to provision your access to UW-IT computing services (e.g. UW G Suite, UW Office 365). You will receive a notification email with instructions on how to proceed after your access to UW-IT computing services has been provisioned.

The current UW employee will need:

  • Your UW NetID
  • Your email address (Non-UW email addresses acceptable)

Provisioning Request Tool (PRT)

Manage access to provisioned UW-IT services

Current UW employees can review and revoke access for the UW affiliates to whom they have provisioned UW-IT computing services by visiting https://provision.uw.edu and selecting Manage your provisioned services.