Many times, users contact the Help Desk regarding their eligibility for a NetID or Wisc services (such as Microsoft 365, WiscVPN etc). This document provides information about some of the most common examples of eligibility for various UW-Madison affiliations.
Note: This document refers to eligibility, not activation status. Please remember that even when a user is no longer eligible for a NetID and/or Wisc services, they will still be able to login if their NetID and services are active until they are completely deactivated during the next deactivation cycle. For example, a graduated student will be able to log in to WiscMail in between the time they graduate and the time they are deactivated, even though their LDAP entry will be marked as not eligible for WiscMail or other Wisc services.
Determine how the user is affiliated with the University:
Determine if the user is a graduate or undergraduate applicant:
Determine what type of employee the user is:
Determine what type of former employee the user is:
Undergraduate applicants
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| An undergraduate applicant becomes NetID eligible after they have submitted their application and it has been processed. After the application has been processed, the user will receive an email with their Campus ID number and directions on how to activate their NetID. If the user has submitted their application and has not received this email, then the user will need to contact Undergraduate Admissions for further information. |
An undergraduate applicant is never eligible for Wisc services. If an applicant is admitted as a student, they will gain eligibility for Wisc services once their status is officially updated by the Registrar. When this will occur varies for each student. |
Graduate applicants
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
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A graduate applicant becomes NetID-eligible after their application has been processed and they have received their Campus ID number via email. To activate their NetID, follow: NetID - Activating Your Account.
Rarely, a graduate applicant will have been admitted, but their account will still show them as not eligible for a NetID. This happens when a department does not properly update a student's information in the correct campus database. Follow NetID Utility - Troubleshooting Multiple LDAP Records.
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A graduate applicant is never eligible for Wisc services. If an applicant is admitted as a student, they will gain eligibility for Wisc services once they have been matriculated by the Graduate School (NetID - Graduate Students and NetID Status). Graduate applicants who think they should be eligible for Wisc services but aren't should contact their admitting department for more information regarding the status of their matriculation.
The admission deadline is here: Deadlines for Processing International and Domestic Applications.
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Current students
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| All officially enrolled students (undergrad and graduate) are eligible for NetID's. Direct the user to activate their NetID, if they have not done so already. |
All officially enrolled students are also eligible for Wisc services. Direct the user to activate services via the NetID Modification Utility, if they have not done so already. |
Former students
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
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Most former students and alumni are not NetID eligible. If a student was also a student employee, they will retain NetID access for checking work record information as described in the former employee section. Students who graduated after May 2011 will retain NetID eligibility for two years in order to access the Student Center portal. Otherwise, students attempting to look at their unofficial student record or request transcripts should be directed to log in to My-Info with their Campus ID number and PIN.
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Former students are not eligible for Wisc services and will be deactivated during the next deactivation cycle after they cease to be enrolled (See Help Desk - Deactivation Timeline for Microsoft 365, Google Workspace, Zoom, Box, Qualtrics for more information). |
UW-Madison Faculty/Staff or UW Faculty/Staff employed in Dane county
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| All UW-Madsion, UW-Colleges, UW-Extension and UW-System Administration faculty/staff employed in Dane county are eligible for a NetID and Wisc services as long as they have an active UW appointment. Facstaff first become eligible after their HR department either issues them an authorization key (See My UW Early NetID Activation for New Employees/POIs (UW-Madison only) for more information) or creates an official appointment. If an employee believes they should be eligible but they are not, they should contact their human resources department to inquire about their new hire status or the status of their appointment. HR should verify that the employee's business/office address in the Human Resources System (HRS) is correctly listed as in Dane County, as this is how eligibility is determined. If this address is missing or outside Dane county, the address will need to be added/updated before the employee will be eligible for a NetID. |
Faculty and Staff become eligible for Wisc services at the same time they receive NetID eligibility. Should they cease to be employed, Wisc services will be deactivated during the next deactivation cycle. |
Limited term employees (LTE)
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| LTEs are eligible for a NetID after their HR department sends them their authorization key (See My UW Early NetID Activation for New Employees/POIs (UW-Madison only) for more information) or creates an official appointment. |
LTEs become eligible for Wisc services at the same time they receive NetID eligibility, and retain eligibility as long as they have received a UW Payroll issued check in the past 45 days. If an ineligible LTE thinks they should be eligible for Wisc services, they should contact their human resources department. |
Student employees
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| Student employees on the Madison campus from other institutions (non-Madison UW, MATC, Edgewood) are considered eligible for NetID and My UW-Madison only. If the student employee needs an ID card, WiscMail, Wireless, VPN, or any other NetID services, they need to be granted a Special Authorization appointment by the employing department. |
Lifelong Learner (L3)
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| Lifelong Learners are eligible for NetIDs after registering and paying for a noncredit course. |
Lifelong Learners are only eligible for Canvas. After registering and paying for a noncredit course, Lifelong Learners should receive an email with steps for setting up their NetID. Once a Lifelong Learner sets up their NetID they will have access to Canvas. (Lifelong Learners (L3) - Enrollment Process) |
Lump sum paid employees
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| Lump sum paid employees are not eligible for a NetID or Wisc services. Lump sum employees will need to contact their employing department if they have questions about updating their appointment status. |
UW Hospital and Clinics and UW Medical Foundation employees
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| UW Hospital and Clinics and UW Medical Foundation employees are eligible for a NetID after their human resources department feeds the university the list of new employees to authorize. If they are not eligible but think they should be, they should contact their human resources department.
Note: This does not include VA Hospital employees; they are not eligible for a NetID.
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UW Hospital and Clinics and UW Medical Foundation employees are only eligible for access to MyUW and the parking application website (See Help Desk - Parking Application Procedure). They should receive this access at the same time they become NetID eligible.
Some of these employees may be eligible for Wisc services either because they have an appointment with another UW-Madison department or because they are enrolled as a student.
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UW staff employed outside of Dane county
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| UW staff employed outside of Dane county (excluding UW-Madison staff) are not eligible for a NetID or Wisc services. |
Former employees (non-retired)
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| Former employees are eligible for a NetID for two years after the end of their appointment. |
Former employees lose HRS application access once their affiliation with the University changes. For information on obtaining financial statements, see Former Employees - Accessing Earning, Leave, Tax, and Benefit Statements |
Retired/Emeritus Faculty and Staff
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| Retired/Emeritus Faculty and Staff retain eligibility for NetID and Wisc services but they must renew their status with their human resource department to ensure eligibility. If a retired staff member thinks they should be eligible but isn't, they should contact their former human resources department. |
Retired UW Hospital employees
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
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UW Hospital employees who retired prior to 1996 are entitled to a NetID and Wisc services afforded to retired faculty and staff. They should contact a UW Hospital Human Resources representative to request special authorization.
UW Hospital employees who retired after 1996 are not eligible for a NetID or Wisc services.
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Member of a group holding Special Authorization
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
| Users with Special Authorization appointments are eligible for a NetID and Wisc services as soon as their authorization is added. They lose eligibility once their authorization is removed. Whether a user can be granted Special Authorization is at the sole discretion of the department with which he is affiliated. Users with questions about their Spec Auth status should contact the department which granted them this status. |
Not affiliated with the University
| When/how does the user become NetID eligible? |
When/how does the user become eligible for Wisc services? |
Users who are not affiliated with the University are not eligible for a NetID or Wisc services unless they have a relationship with the University and have been granted Special Authorization, or if they have been added to a Manifest group with NetID creation privileges. In the latter scenario, the user will have access to the services related to the Manifest group, and should contact the sender of their Manifest invitation with any questions.
Note: If an employee has been entered as Spec Auth or POI, they can email netid@ohr.wisc.edu or contact Melanie Drolsum in the Office of Human Resources at 265-3912 to recover their Campus ID/Wiscard number. |
