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Provision UW G Suite & UW Office 365 to Shared UW NetIDs

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UW G Suite (Google) and UW Office 365, UW’s two world-class, cloud-based productivity platforms, are not automatically provisioned for Shared (Departmental or Course) UW NetIDs.  However, UW G Suite and UW Office 365 can be provisioned for Shared UW NetIDs by UW employees who own the Shared UW NetID and agree to use UW G Suite and UW Office 365 in accordance with UW Appropriate Use policies.  Access to UW G Suite and UW Office 365 lasts for one year and must be renewed annually by the owner of the Shared UW NetID.

**PLEASE NOTE:** All existing UW G Suite and UW Office 365 accounts associated with Shared 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 Shared 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.

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

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

If you are unsure about what accounts are associated with your Shared UW NetID(s), log in to the UW Email Forwarding page with your personal UW NetID here.  In the upper right corner of the page, you will see a dropdown menu next to Manage UW NetID that lists all of the Shared UW NetIDs for which you are either an owner or administrator.  Select a Shared UW NetID and click Go, and you will be shown the the UW Email forwarding options for the Shared UW NetID.  Repeat this process for all of your Shared UW NetIDs.

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

If you wish to continue using either or both accounts associated with your Shared UW NetID(s), the owner of the Shared UW NetID must re-provision access to the account(s) using the PRT before February 12, 2019.

Provision UW G Suite and UW Office 365 to a Shared UW NetID

By requesting access to UW G Suite and UW Office 365 for a Shared UW NetID, you are confirming that it is appropriate for that Shared UW NetID to have access to these productivity platforms in order to conduct work relevant to the University of Washington. UW’s Appropriate Use policies apply to the use of these productivity platforms, and these productivity platforms 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. Guidelines for the appropriate use of UW computing and network resources can be found on UW Appropriate Use policies page.

If you provision access to UW G Suite and UW Office 365 for a Shared UW NetID, then you have the following responsibilities:

  1. Use of the productivity platforms provisioned to the Shared UW NetID 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 these productivity platforms services that are unique to your department or unit, then you must use the Shared UW NetID in accordance with these rules.

Why can’t Shared NetID administrators provision access to UW G Suite and UW Office 365?

The UW Attorney General’s Office has determined that only the owner of a UW Shared NetID can acknowledge the Appropriate Use policies and take responsibility for proper use of a UW G Suite account and/or a UW Office 365 account provisioned to a Shared UW NetID.

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 contact help@uw.edu.

Provisioning Request Tool (PRT)

To provision UW G Suite and/or UW Office 365 to a Shared UW NetID, you must be the owner of the Shared UW NetID.

Provision UW G Suite and/or UW Office 365 to a Shared UW NetID you own by following these steps:

  1. Log in to the Provisioning Request Tool (PRT): https://provision.uw.edu
  2. Click the Provision services for Shared UW NetIDs you own tab to view your Shared UW NetID(s)
  3. Click the checkbox next to UW G Suite and/or UW Office 365, then click the Provision services to selected Shared UW NetIDs button in the lower left
  4. You will be presented with an Appropriate Use agreement that you will have to acknowledge that you understand and accept
  5. You will then receive a notification email with instructions on how to access the UW G Suite and/or UW Office 365 accounts you have provisioned for your Shared UW NetID(s)

Manage access to provisioned productivity platforms

UW employees can review and revoke access to the UW G Suite and UW Office 365 accounts they have provisioned for their Shared UW NetID(s) by visiting https://provision.uw.edu and selecting Provision services for Shared UW NetIDs you own.