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Provisioning Access to UW-IT Services

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Overview

Some UW NetIDs, including personal UW NetIDs belonging to UW affiliates as well as Shared UW NetIDs and Admin UW NetIDs, do not have default access to some UW-IT services such as:

However, UW employees are able to provision (i.e. provide) access to the aforementioned UW-IT services for other UW NetIDs by using the Provisioning Request Tool (PRT).

Accessing the Provisioning Request Tool (PRT)

Using a modern web browser (Google Chrome, Mozilla Firefox, Apple Safari, Microsoft Edge, etc.), UW employees can access the Provisioning Request Tool (PRT) using their personal UW NetID here:

https://provision.uw.edu/

What UW-IT services are available via the PRT?

Currently, only UW Canvas LMS, UW Google Workspace, and UW Office 365 are available for provisioning using the PRT.

On this page, “UW-IT services” refers specifically to UW Canvas LMS, UW Google Workspace, and UW Office 365. If you have questions about access to other UW-IT services, please email help@uw.edu.

Provisioning access to UW-IT services for UW affiliates

Access to UW-IT services may be provisioned to UW NetIDs belonging 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.

Any UW employee, 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.

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.

Additionally, 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 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. 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 also communicate those specific rules to the UW affiliate.

Provisioning access to UW-IT services for Shared and Admin UW NetIDs

Some UW-IT services may also be provisioned to Shared and Admin UW NetIDs by their respective owners. 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.

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 are responsible for ensuring that 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. 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 also use UW-IT services in accordance with these rules.

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

  • First, 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.
  • Next, inform the current UW employee (your contact) that you need access to UW-IT services and provide the current employee with:
    • Your UW NetID
    • A working email address (a personal, non-UW email address is acceptable)
  • Then, instruct the current UW employee to log in to the Provisioning Request Tool (PRT) and provision you access to the UW-IT services you require using the UW NetID and working email address you provided.
  • Please note: Your working email address will receive an email notification with instructions on how to activate your newly provisioned UW-IT services. You must follow the instructions in the email notification to activate your newly provisioned UW-IT services.

Annual review requirement

Access to UW-IT services provisioned by the PRT must be reviewed annually and either renewed or revoked, and will expire after one year if no action is taken.

Access Revoked

Upon expiration, access to expired accounts will be revoked.

Data Deleted

Upon expiration:

  • All data within UW Canvas LMS accounts will not be deleted
  • All data within UW Google accounts may be deleted
  • All data within UW Office 365 accounts may be deleted

Email Notifications

If you have used the PRT to provision access to UW-IT services, you will receive a notification email to remind you to log in to the Provisioning Request Tool (PRT) to review your existing provisions.  The first email will be sent 90 days before provisions expire. If you take no action, additional notification emails will be sent 30 days, 7 days, and 1 day prior to the expiration date of your provisions.

What happens when access to a provisioned UW-IT service expires?

UW Affiliate NetIDs

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 revoked and the associated account and data may be deleted.

Shared and Admin UW NetIDs

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

  1. Take ownership of the Shared or Admin UW NetID; and
  2. Re-provision continued access to UW-IT services

If this does not happen within the 14-day grace period, access to UW-IT services will be revoked and the associated account and data may be deleted.

Help

For help or questions about the PRT, please contact the UW-IT Technology Service Center at help@uw.edu or 206-221-5000.

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