Getting NetIDs for Affiliate Populations

Special Populations in Manifest allows the creation of new Identities that are NetID Eligible, but this functionality should only be used when appropriate. This document outlines when Manifest should be used to invite an affiliate and when other means, such as requesting POI status from HR or issuing a Guest NetID should be used.

Have you considered Federation?

It may not seem like a big thing to create an UW Madison Identity and get someone a NetID, and for you it may not be, but please consider the impact that doing this has on the user and campus:

  • Another account for the person to manage is another username and password for the person to forget, lose, or have compromised.
  • NetIDs cost the University of Wisconsin money to support because we have to support the infrastructure used to maintain them, Security needs to monitor them, and people need to contact the Help Desk or otherwise recover the account when it is lost.
It can also cost you when the person contacts you because they can't figure out what they used to log in, or they accidentally (or by necessity if they can't get back to their first account) create a second account and have to combine content.

University of Wisconsin is part of international Federations that may provide the ability for people to use identities from their home institution to access your resources. We can connect with identities from any UW System Institution (Wisconsin Federation), UW Health, US Higher Education and Research (InCommon Federation), and worldwide (eduGAIN).

Contact NetID Login support with a description of your situation for more information on federation if you think this could be a good option for your application and users.

Who can get a NetID?

If Federation is not for you, there are several different ways that a person can obtain a NetID if they don't already have one, each with their own intended usage.

  • Traditional UW-Madison Populations. Normal eligibility, for more information please review NetID - Eligibility Policy.

    • Current faculty, staff, and students. If the person is supposed to be an employee or student, contact the appropriate HR Office or Registrar's Office for help.
    • Persons eligible as HRS Person of Interest such as external contractors and emeritus faculty and staff. Contact your departmental HR office, or the UW Service Center for more information.
    • Persons in Special Authorizations[note] (or Spec Auth), departmental affiliates that act like employees, Student Employees or Interns who are not UW-Madison employees, large "traditional" affiliate populations that require Wiscard like WARF, UW Foundation, USDA, ROTC, among others. Contact for more information.
  • Manifest invitation to join a NetID-authorized group, resulting in a Special Populations (Spec Pop) identity. See below for more information.

All identities that are NetID eligible — especially (but not limited to) POIs, Special Authorizations, or invitation to Special Populations — are not inherently eligible for any services, especially services like Office365. Administrators are able to request services (Manifest - Services) for groups within Manifest. .

For people who are going to become employees, an HR office can enter them into HRS as far in advance as they'd like. They can then activate the future employee's NetID early by following the steps here: My UW Early NetID Activation for New Employees/POIs (UW-Madison only)

When should you use an invite from Manifest to create new Identities?

Identities created for people in Special Populations (Spec Pop) through an invite to a Manifest group are NetID eligible and can be added to groups and authorized for electronic services just as any other NetID can.

A NetID is a NetID is a NetID. There is no difference between them except a Guest NetID (A/K/A Temporary NetID), which really shouldn't have "NetID" in the name.

Never assume you know that someone doesn't have a NetID already: there are hundreds of thousands of people who have active affiliation with University of Wisconsin-Madison, and many more who are former students or employees. It is impossible to guess who does or does not have a NetID. Always encourage people to click "I have a NetID" and contact the Help Desk if they think they might have a NetID.

Conversely, if someone activates a NetID, they must identify that they have a NetID in the future, for example during activation or on an invite to a Manifest group. Failure to do so will create problems that have to be resolved and may result in lost data.

As of February 2020 for technical reasons, Identities created through Special Populations alone cannot currently be issued a Wiscard.

If you are inviting UW Health or UW Medical Foundation staff, beware that UW Health and UW Medical Foundation are already eligible for NetIDs and may already be active. The information in the warnings above is especially important.

See Manifest - Creating Manifest Groups to Invite People to Create Identities (Group Owners) for technical directions.

When should you issue a Guest NetID

Guest NetIDs are for temporary visitors needing wireless and VPN access only. They are not equivalent to normal NetIDs. They should not be used in cases where the person's identity is significant or a person with whom we will have a continuing relationship.

For this use, please see Guest NetID for Internet and VPN access - Service Description.

See Also:

Keywords:enterprise groups grouping gams manifest create group special authorization spec auth people affiliate pop population spec populations specpop identity netid guest netid   Doc ID:28825
Owner:Naomi S.Group:Identity and Access Management
Created:2013-02-27 10:50 CSTUpdated:2020-09-21 10:10 CST
Sites:DoIT Help Desk, Identity and Access Management, Middleware
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