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Information technology tools and resources at the UW

Provision Access to UW-IT Services for Shared & Admin UW NetIDs

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By default, Shared UW NetIDs and Admin UW NetIDs do not have access to some UW-IT services such as UW G Suite and UW Office 365.  However, access to UW G Suite and UW Office 365 can be provisioned for Shared & Admin UW NetIDs by the UW employee who owns the Shared/Admin UW NetID 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 the owner of the Shared/Admin UW NetID.

For information about provisioning access to UW G Suite and UW Office 365 for a UW affiliate (retiree, alum, Sponsored UW NetID, etc.), click here.

What UW-IT services are available for Shared & Admin UW NetIDs 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 can provision access to UW-IT services for Shared & Admin UW NetIDs?

The UW Attorney General’s Office has determined that only the owner of a Shared or Admin UW NetID can acknowledge UW’s Appropriate Use policies and take responsibility for proper use of UW-IT services.

What are the responsibilities of an owner who provisions access to UW-IT services for a Shared or Admin UW NetID?

By provisioning access to UW-IT Services for a Shared or Admin UW NetID, you are confirming that it is appropriate for that Shared or Admin UW NetID 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 use of UW-IT services, and these UW-IT services may be subject to public records and other compliance-related disclosures.

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 Shared or Admin UW NetID, then you have the following responsibilities:

  • Use of UW-IT services provisioned for a Shared or Admin UW NetID 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 use UW-IT services in accordance with these rules.

Annual Renewal

Provisioned access to a UW-IT service lasts for one year and must be renewed annually by the owner of a Shared/Admin UW NetID.  The owner 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 Shared/Admin UW NetID.  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 Shared/Admin UW NetID will be removed and the associated account will be deleted.

When a provision expires or the owner of a Shared/Admin UW NetID departs the UW, other admins on the Shared/Admin UW NetID will receive a notification email regarding expiring UW-IT services.  Other admins will have a 14-day grace period to:

  • Take ownership of the Shared/Admin UW NetID; and
  • Re-provision continued access to the UW-IT service

If this does not happen within the 14-day grace period, access to the UW-IT service 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 Shared or Admin UW NetID (you must be the owner of the Shared/Admin UW NetID); or
  • Needs to review (renew or revoke) existing provisioned access to UW-IT services for a Shared or Admin UW NetID

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