1601 PR.08 Sponsored Identity Access

Revision Date: 
August 22, 2017

Contents

  1. Definitions
  2. Sponsored Identity Appropriate Usage
  3. Eligible Users
  4. Ineligible Users
  5. Requesting a Sponsored Identity
  6. Authorization
  7. PIN Request
  8. Access Expiration
  9. Access Review and Attestation

Affiliation - When an individual’s effort supports the research, education, clinical, administrative, or other functions of Yale University, yet they do not meet the criteria of being a Student, Employee, Contingent Worker, or other Yale identity type.

Dummy Identity - A digital identity that is not based on the identity of an actual person, which is used solely for training and testing purposes at Yale.  This Sponsored Identity type requires additional approval and is used mainly in central units.

Members – A person that typically receives Non-Alumni University services, typically all Students, Staff, Faculty and Employees are members, along with selected other associations.

Sponsor - An individual with an active identity at Yale, who belongs to the Department requesting the Sponsored Identity, and who will be linked to the Sponsored Identity record.  By linking a Sponsor, the system can automatically identify Sponsored Identities that need to be terminated when a Sponsor is terminated.  Examples of this include spouses or family members, as well as research affiliates that are linked to specific research or faculty.

Sponsored Identity - An individual with a Yale Affiliation that requires either a NetID to securely access a Yale system(s) in order to perform their duties, or an ID Card to obtain physical access to Yale.  Also included are Dummy Identities (Testing/Training Sponsored Identity by Central Request only) that require an associated NetID and password for Yale training or testing objectives that are not covered within the Responsible NetID procedure.

Sponsoring Department – Each sponsored identity must have a Sponsoring Department.  The department must be within the unit requesting the Sponsored Identity.  Refer to the Quick Guide to avoid errors in choosing sponsoring departments that may cause your request to be rejected.

A Sponsored Identity is used under the following criteria:

  • When an individual, based on their Yale Affiliation, requires a NetID and password in order to securely access a Yale system (may include email if appropriate and within policy), yet does not meet the criteria of being a Student, Employee, or Contingent Worker.
  • When an individual, based on their Yale Affiliation, requires physical access to Yale buildings), yet does not meet the criteria of being a Student, Employee, or Contingent Worker.
  • When a NetID and password are required for training or testing, and the NetID must be associated with a Dummy Identity in HR system in order to fulfill training or testing objectives.

The following populations are eligible to become Sponsored Identities:

Identity Type

Description

Chaplains Office Religious Affiliates

Chaplains Office Religious Affiliates are individuals involved in campus ministries and need access to Yale systems or buildings based on the affiliation with Yale.

Clinical Practice Staff

Individuals involved in the clinical practice/patient care that are not employed by Yale University or working a contingent worker that require access to Yale systems or buildings based on affiliation with Yale. Clinical Staff whose activity is billed through YSM do not qualify as Sponsored Identities.

Clinical Research Affiliates

Clinical Research Affiliates are individuals involved in clinical research (may include study patients, data collection or clinical research collaborators from other institutions) that require access to Yale systems or buildings based on affiliation with Yale.

Consultants

Consultants that are paid by outside consulting firms but work as directed by Yale and have their payments authorized by Yale by hours worked.

Contractors

Employee of a Contractor (includes subcontractors of contractors) working at Yale that require a Net ID (e.g. HVAC Contractor that requires a NetID to monitor remote systems) or an ID Card for physical access.

Daycare Staff

Daycare Staff are employees at Yale University Affiliated Daycare centers including Bright Horizons at West Campus, Calvin Hill Day Care Center, Edith B. Jackson Child Care Program, and Phyllis Bodel Childcare Center at Yale School of Medicine that need building and possible system access.

Deans/Directors/Head of Colleges Residents and Family Members

Deans/Directors/Head of Colleges Residents and Family Members

Minor Student Non-Research/Clinical

Minor Student Non-Research/Clinical are 16 or 17 years of age participating in approved educational non-research and non-clinical activities under the individual mentorship and supervision of a faculty member. Excludes minors participating in Yale Programs for Children and Youth activities.

Minor Student Research/Clinical

Minor Student Research/Clinical are 16 or 17 years of age participating in approved educational research and/or clinical activities under the individual mentorship and supervision of a faculty member.

Research Affiliates

Research Affiliates are individuals involved in research collaboration or efforts that require access to Yale systems or buildings. Residential College Associate Fellows - Residential College Associate Fellows that require access to Yale systems or buildings.

Residential College Associate Fellows

Residential College Associate Fellows

Sponsored Retiree A Sponsored Retiree is someone who has retired from the University but is still consulting with the sponsored department.

Spouses: Graduate Student

Spouses: Graduate Student

Spouses: Faculty/Employee

Spouses: Faculty/Employee

Testing/Training IDs

Testing/Training IDs - To be used by Central Units Only

University Committee Members

University Committee Members are individuals on university committees—for example HRPP or IACUC—that require access to Yale system in order to complete training requirements and access Yale systems.

Vendor

Vendor

Visiting Undergrad Non-Research/Clinical

Visiting Undergrad Non-Research/Clinical—Undergraduate students 18 years of age or older who are currently enrolled in accredited degree-granting institution other than Yale participating in non-research and non-clinical activities under the mentorship of a Yale faculty member.

Visiting Undergrad Research/Clinical

Visiting Undergrad Research/Clinical—Undergraduate students 18 years of age or older who are currently enrolled in an accredited degree-granting institution other than Yale participating in approved educational research and/or clinical activities under the mentorship of a Yale faculty member.

Visitor

Visitors– Short term visitors that do not fall into the Visiting Student (includes Minors) Categories and do not require formal approval from Provost or Post Doc Office that may need access to Yale systems or buildings.

Volunteer - Museum

Volunteer - Museum – Volunteers for the Museum that need access to Yale systems or buildings.

Volunteer Athletic Coaches

Volunteer Athletic Coaches – Volunteer coaches in the Athletic Department that need access to Yale systems or buildings.

Volunteers

Volunteers – Yale Volunteers that require secure access to Yale systems or buildings.

Yale Agency Affiliates

Yale Agency Affiliates (Non-Paid) - Individuals that are employees of official Yale Agency Accounts that are not paid through Yale Payroll yet need access to Yale systems or buildings.  The usage of this type is restricted to official agency accounts.

Yale Alumni Development Volunteers

Yale Alumni Development Volunteers Development Volunteers that require secure access to Development Y-Portal.

Yale Press London

Yale Press London Employees of Yale Press based on the London office that require secure access to Yale systems.

Yale Tenant

Individual with no formal or working relationship directly with Yale but either rents space or their company rents space in Yale owned buildings. Physical access to the buildings is required.

The following individuals and groups are not eligible for access to the Yale Sponsored Identity services:

  • Agency Account Associates (Paid on Yale Payroll)
  • Alumni
  • Consultants (non-SOW)
  • Contingent Workers
  • Employees
  • Faculty (current and retired)
  • Faculty Spouses (receiving benefits)
  • Members
  • Minors participating in Yale Programs for Children and Youth activities
  • Postdocs
  • Temporary Staff/Interns
  • Voluntary Faculty
  • Visiting Graduate and Professional Students
  • Visiting Students
  • Yale Students (undergraduate, graduate, and professional)
  • Anyone with an active identity record and existing NetID

Only an active Faculty or Staff member can request a Sponsored Identity, or request changes to an existing Sponsored Identity.

The request process is as follows:

  • Enter a request via the Sponsored Identity application. 
  • The Sponsored Identity application will generate emails to all approvers and inform requestee of status of the request via email.

The Lead Administrator/Operations Manager will contact the requestor directly if additional information is required.

Sponsored Identities must be linked to a department through a Workday Supervisory Organization (SO).  The Workday SO identifies the appropriate approvers for the identity as well as the department responsible for the oversight of the sponsored identity record.   Sponsored Identity records may be linked to a current employee (Sponsor) when needed.  Linkage to an employee (Sponsor) ensures that when that employee terminates, all Sponsored Identities associated with them will be reviewed and either reassigned to another employee or terminated.  An example would be when a Principal Investigator (PI) needs an individual to have a Sponsored Identity related to their research and then leaves the University. 

Lead Administrators (Strategic Business Partner) or Operations Managers (Business Partner) review and authorize requests for sponsored identities.

If for any reason a Sponsored Identity request is rejected, the requester will be informed with the reason for rejection.

Request PIN by entering request through the Yale ITS Service Portal.  The PIN Activation website can be found at:

https://veritas.its.yale.edu/netid/ActivatePreLogin_Prepare.do;jsessionid=CE8C2D4092009E0F201D4B3D84D057A5.

All Sponsored Identities will have an “end date” associated with their identity, that when reached, will automatically remove access rights.  Prior to official termination, the responsible departmental approvers will receive an advance notification of the impending termination.  Notification is sent 30 days prior to the end date on the record and a reminder is sent 10 days prior to termination.  If no action is taken, the identity will automatically terminate.

Eligible users who become ineligible because their Yale affiliation has changed must have their Sponsored Identity deactivated via the Sponsored Identity System.

If an individual is hired into Workday or becomes a student in Banner, the Sponsored Identity record will be automatically terminated.

Sponsored Identities must be reviewed on a regular basis to ensure that they are still required to support the research, education, clinical, administrative, and other functions of Yale University.  Please refer to the Monthly Financial Review Checklist for guidelines.