UW-Madison Identity Proofing

This document details the process of remote identity verification required for access to computer systems (HRS, SFS, UW Business Intelligence) as well as becoming a local registration authority (LRA).

Jump to Help Desk Verification Process

1) Gather documents needed

Users seeking to complete the UW-Madison identity proofing verification process for increased access will need one document from EACH of the two following groups.

Users seeking to complete the NetID identity verification process will need one document from ANY of the two following groups.

  1. A CURRENT government-issued photo ID with a listed date of birth: driver's license, passport, U.S. military card.
  2. A UW-Madison affiliation document: Wiscard, UW health card, HR verification form, notary public form.
    • NOTE: New employees without a WisCard should have an appointment letter from the division HR that can be used instead. 

Important note about document information: Do NOT type in a user's driver's license number or full Wiscard number to the WiscIT case.  

2) Submit an Identity Proofing request

  1. Log in to MyUW at my.wisc.edu. 
  2. Click on the "UW-Madison Profile" square.
  3. Then, under the third box labeled "Security," click on "Manage security settings."
  4. Within the section titled "Identity Proofing," click on the "Submit Request" link and follow the instructions to submission. 

IMPORTANT!: After submitting the request, contact the Help Desk via phone at (608) 264-4357 to ensure an agent will be available for the credentialing process.

3) Contact the DoIT Help Desk to confirm availability

A web conferencing session hosted via Zoom will be used for the identification process. Before entering the session, please first call the DoIT Help Desk at (608) 264-4357 so an agent will be available: Get Help from DoIT.

Customers may also visit the Onsite Help Desk to complete this procedure.

3) Once an agent is confirmed available, access the web conferencing session

Access the web conferencing session by clicking on the following link: DoIT Help Desk Identity Proofing.

Identity Proofing Web Session 

You will be directed to open the meeting in either the Zoom desktop client or the Zoom web client. Use either option.

If you join the meeting via the Zoom web client:
  1. Select ALLOW when prompted for microphone and video access.
  2. Type your name into the name field.
  3. Use the audio and video test to ensure your audio and video feeds are working.
  4. Check the "I am not a robot" reCAPTCHA box. 
  5. Click "Join" when ready.
  6. Enter the passcode provided by the phone agent and click "Join".
  7. At the bottom of the screen, click on the video icon to ensure you are sharing your video (confirm there is not a red forward slash appearing over the icon). 
  8. If the agent is not already present in the conference, they will join shortly to complete the verification process.
If you join the meeting via the Zoom desktop client:
  1. If your Zoom desktop app is signed into your account prior to accessing the meeting link, you will be prompted to enter the meeting passcode.
  2. Enter the passcode provided by the phone agent and click "Join Meeting".
  3. When prompted, select "Join with Video".
  4. If prompted for computer audio, do not select "Join with Computer Audio," as you will be on the phone with an agent and this will result in two audio channels. 
  5. At the bottom of the screen, click on the video icon to ensure you are sharing your video (confirm there is not a red forward slash appearing over the icon).
  6. If the agent is not already present in the conference, they will join shortly to complete the verification process.

After completing the verification procedure, the case will be escalated for further processing. Users can expect a response within 2-3 business days.

Help Desk Agent Process:

UW-Madison Identity Proofing Verification (for a higher level of system access)

This was previously the UW Digital ID / One-Time Password process. It is now UW-Madison Identity Proofing. It is primarily used for IA2, or Increased Access Level 2, for employees who require a higher level of system access to HRS, SFS, ShopUW, or UW business intelligence. 

Joining the conference session

  1. Access the Zoom meeting via the Meeting ID: 511 772 5809 or use the meeting link at https://uwmadison.zoom.us/j/5117725809
  2. Enter Passcode: 121416 when prompted (please provide to customer as well)
  3. Select "Join Meeting"
  4. You will be prompted to grant access/test your microphone/webcam, although you do not need to share your audio or video with the user

NOTE: While Zoom allows audio, it is probably easier to continue to communicate via the original phone call and you may want to relay this to the user beforehand to avoid confusion.

Verifying the user identification

User identity verification requires two forms of identification specifically, one form of ID from each of the two categories/groups listed under Step 1 at the top of this article.

  1. Validate the user's photo ID (or alternative form of identification)
    • The photo on the identification card needs to be clearly visible on the conference video
    • Verify the ID is currently valid
    • Verify that the photo matches the user onscreen
    • Verify that the name and date of birth on the ID match the user's record in the NetID Utility
  2. Validate the user's Wiscard (or alternative form of identification)
    • The Wiscard does NOT have to be current (non-expired)
    • Verify the Wiscard photo corresponds to the user on screen
    • Verify that the last 4 digits of the campus ID number on the Wiscard match the last 4 digits present in the NetID Utility
    • NOTE: If the user does not have a Wiscard, their university affiliation will need to be verified with another form of ID; options for alternative university-affiliated IDs are listed under Step 1 of this article. 
  3. The types of identification used should be included in your case notes, for example Wiscard and WI driver's license
  4. If everything checks out, confirm a contact phone number and email, then notify the user you will escalate the case to finish the identification processing
  5. After 8/6/2024: For those seeking UW-Madison identity proofing, you will need to submit a request by logging into UW-Madison Profile and navigating to the Security page. In the Identity Proofing section, click "Submit Request."
  6. Make sure the customer leaves the meeting before you do.

Handling the WiscIT case

  1. Fill out the standard requestor information
  2. Classify as UW-Madison ID > General > Identity Proofing.
  3. Note a valid contact phone number and email address.
  4. Note the verification process you performed in the case description. Specify the two forms of ID that you verified (for example, Wiscard and WI driver's license).
  5. Escalate the case to US-Help Desk (HDQA).
  6. HDQAs and L2: After reviewing for the correct information, escalate the case (you no longer need to hard assign to US-Service Desk) 

Local Registration Authority (LRA)

Customers seeking identity proofing will need to have submitted a request following the process in Requesting Identity Proofing in UW-Madison Profile before you can approve it.

The training for LRAs on how to use the Identity Proofing app is here: Help Desk LRAs - Identity Proofing within the DoIT Help Desk App.

Verification procedures for everyone else (not seeking IAL2)

The other NetID Identity Verification procedures have moved to Help Desk - Identity Verification Procedures.

Additional Notes

Former employees attempting to access tax documents

Former employees attempting to access W-2/tax/earning statements via HRS should be referred to: Former Employees - Accessing Earning, Leave, Tax, and Benefit Statements.

Non-UW Madison campuses: resolving "additional identity proofing required" errors

For identity proofing requests, please refer to the list of campuses that have their own local multi-factor authentication systems and contacts. Local Campus Multi-factor Authentication - Resolving "Additional Identity Proofing Required" Errors When Authenticating to Protected Systems.

See Also


Keywords:
verification password access meeting visual verify uw digital id additional assurance service desk credentialing process hrs oim sfs remote personal international skype google voice zoom lra digitalid uwdigitalid access hrs IAL2 "increased access level"
Doc ID:
98523
Owned by:
Help Desk KB Team in DoIT Help Desk
Created:
2020-03-06
Updated:
2025-05-12
Sites:
DoITHelpDesk-external, DoITHelpDesk-internal, hd-cps-internal, IAM-external, IAM-internal