Revision Date: June 4, 2025
Contents
3. Maintaining the Integrity of your Yale NetID and Password
1. Overview
In accordance with Policy 1601 Information Access and Security, the following standards apply to all individuals who have accounts created to access University information or to access any of the University’s applications or systems. This procedure describes the lifecycle of a NetID: provisioning (creation), maintenance, and de-provisioning (deactivation).
Important points about NetIDs include:
- Individuals are allowed only one personal NetID.
- Individuals must not share their NetIDs and/or passwords with others.
- Access to Yale systems and services must be associated with a NetID assigned to a valid and active member of the Yale Community. Yale will regard a NetID as active if the owner continues to maintain an active affiliation compliant with all University policies.
- “Dependent NetIDs” must be associated with an active and current member of the Yale Community as described in 3 above.
- Passwords must meet the security requirements listed in Yale’s Minimum Security Standards (“MSS”).
- Don’t use your Yale NetID password elsewhere (such as on Internet websites) outside of Yale.
2. Yale University NetID
Each member of the Yale community is assigned a unique network identification (“NetID”). A NetID is normally the individual’s initials and a few numbers (such as aa11 or bb345). A NetID is not changed under normal circumstances and remains a unique identifier for that individual even after they have left the University.
3. Maintaining the Integrity of your Yale NetID and Password
A NetID and password are the credentials to the campus network and most University systems. They may provide access to sensitive information (such as benefits, tax information, salary, and academic information), network access (such as wireless or VPN), and networked resources (such as email, library databases, and journals). The most important NetID maintenance task is choosing and maintaining a strong password (see Protect Your Identity). In addition, NetID account owners must keep their contact information current in the official Yale record.
Don’t use your Yale NetID or password elsewhere (such as on Internet websites) outside of Yale.
4. How NetIDs are Created
A NetID can be created after an individual has been added to either the Human Resources, Banner systems, or Sponsored Identity application (see related procedures). Student NetIDs are created during the admission process, prior to acceptance at Yale, NetIDs of applicants who are not admitted or who do not matriculate will be deactivated and held in the system for two years.
NetIDs are created for Yale faculty and staff members as part of their hiring and appointment process. For Sponsored Identities, such as research affiliates, visitors, consultants, and contractors, NetIDs are created on an as needed basis.
Refer to NetID and Password Management
5. Deactivating a NetID
A NetID is a unique identifier that is associated with an individual member of the Yale community even after they have left the University.
In order for Yale credentials to stay active, they must be compliant with existing policies. The most common cases for deactivating a NetID include graduating students and termination of employment.
Once a NetID has been deactivated, it can be reactivated by the ITS Help Desk, if eligible.
6. Dependent NetID
A valid Dependent NetID is one that is subordinate to a primary NetID. The primary NetID must be associated with an active staff member, Yale Faculty member, or Student. This individual must maintain an active Yale record with credentials in keeping with all current policies.
Examples of valid Responsible NetIDs:
- Pre-approved situations for managing technical resources
IT departments may use a Dependent NetID as a service account that is used by one or more systems when connecting to other systems or automated processes that require credentials. Any such NetID must continue to be associated with an active member of the faculty, staff, or student.
Examples of unacceptable Dependent NetIDs:
- Use by a temporary employee, consultant, or any non-Yale employee.