Process To Request a New Sponsored Identity

1. Log in to the Sponsored Identity System
2. Click the Request menu and select Create SI.
3. Select the Sponsored Identity type from the Type drop-down.
   • For information on Sponsored Identity types, please see 1601 PR.08 Sponsored Identity Access.
   • Note:  For Student Spouse Requests, follow the process in the article: Requesting a NetID for a student spouse.
4. Enter appropriate information in all fields marked with an asterisk *
   
   • Be sure to avoid creating a duplicate identity.
   • Business Reason is a brief reason the identity is being requested.
   • Choose a Sponsor Department.
   • Sponsor Name is not required, but it is good to enter one. If entered this person is linked to the SI record.
   • Do you want to request a PIN for NetID Activation? Select yes or no.
   • Do you want the Sponsored Identity to be Public or Private?
     • If the identity will have a yale.edu email address, you must choose Public in order for their name to appear when emailing or in the Outlook address list and for email to appear as firstname.lastname@yale.edu.
   • Do you want to issue an ID Card?
     • Please see Determining eligibility for an ID card
5. Complete the request by clicking the Submit button at the bottom of the form.
6. Once submitted, notifications are sent to the requester and approver(s).
   • The approvers are the Strategic Business Partner (Lead Administrator) and Business Partner (Operations Manager) for the Sponsoring Department associated with the request.
   • All requests require approval.
7. Once the request is approved, the identity will be created. The requester will receive a notification when the identity is ready. At this point, you can request a PIN, Email and VPN if needed for the identity.
8. When an ID Card is needed, forward the notification email that includes the word “Completed” to the ID Center along with the charging instructions if applicable. 
   • It may take up to six hours for the SI information to flow through to the ID Center system. 
   • In addition, the ID Center may have other requirements when sending someone for an ID, especially during very busy times of the year.

Frequently Asked Questions (FAQs)

What is a Sponsor?

A Sponsor is a Yale employee linked to this identity so that if the Sponsor should leave Yale, the Sponsored Identity record should also be terminated or transferred to another person.  It can be beneficial to use a Sponsor however, is not required.

Examples

• A faculty member may need a research collaborator to be a Sponsored Identity to access their research database.  If that faculty member leaves Yale, the (SI) would no longer have a business need for access and should be terminated.
• The spouse of a Yale Dean or Head of College may need building access.  If the Yale employee leaves the spouse no longer has a business need for access and should be terminated.

Why do I need to provide Effective Start and End Dates?

All Sponsored Identities must have an effective start and end date.  In most cases, the end date can be no more than 2 years from the start date with a few exceptions:

• Residential College Associate Fellows can have 5 years
• Visitors are limited to 6 months
• Limits are built into the system.

What address should be entered?

• This is the location the sponsored identity will be working from.  
• When filling out the SI form, the requester will be presented with the option to select a U.S. address or an international address.
• Sponsored Identities with an international address will require a second level of approval from the Office of General Council (OGC).
• This information is required so that the university is compliant with relevant US and foreign regulatory and legal requirements.

Do I need to enter a Date of Birth?

Yes, this is needed to correlate all identities within all the systems to prevent the creation of duplicate identities.

Error when selecting Environmental Health and Safety (EHS) Sponsored IDs

Selecting to create one of the EHS Sponsored ID Types(listed below) in the SI system will show you an error.

• Minor Student Research/Clinical
• Minor Student Non Research/Clinical
• Visiting Undergrad Non Research/Clinical
• Visiting Undergrad Research/Clinical

Error

Sponsored Identity Type {ExampleSI Type Here} is managed by the Office of the Provost . Please use EHS Integrator to submit an application. A sponsored Identity will automatically be created as part of the EHS Integrator submission process.

Per the message, EHS personnel, please use the EHS integrator application.