NetID Guest and Shared Account Requests

Guest NetID Accounts are sponsored by a department for individuals with a relationship to the university.  Sponsorship must be renewed annually by the department.  The guest account owner will be notified 45 days in advance of the guest NetID/email being deleted. 

Shared NetID Accounts are associated with an owner. Shared accounts must be renewed annually by the owner. The shared account and the owner's account will be notified via email 45 days before the shared account will be deleted, if not renewed.

Note: After deletion, accounts can be restored with their data within 20 days after the expiration date, otherwise recovery of the account data is not possible. 

Who is Eligible?

Active Faculty, Staff or Students

Overview

Guest Accounts

Here are some typical examples of what a Guest Account should be requested for:

• Vendor Accounts - Established vendor with a documented business need to access OU resources
  • These accounts do not receive email unless a specific business case is provided
• Non-OU Student Scholar that needs access to OU resources
  • These accounts do net receive email unless a specific business case is provided
• Research Assistants from outside Oakland University
• Oakland Community College students living on campus at OU needing Wi-Fi access
  • These accounts do not receive email
• Unpaid volunteer working with departments needing email for communication

Notes for Guest Accounts

• If the person you are requesting a Guest Account for is a minor, please indicate so when submitting the request form.
• Terminated employees cannot have their accounts changed from a Staff of Faculty account to a Guest account. 

Shared Accounts

Here are some typical examples of what a Shared Account should be requested for:

• A departmental account for inbound emails
  • These emails are for one to one communication and not for bulk outbound communication
• Google Drive Storage

Notes for Shared Accounts

• Shared Accounts should not be used for mass marketing or social media purposes. If that is the intent, please look at the creation of an Emma account or Google Group.
• While multiple users can have access to a Shared account, there can only be 1 owner per account.

Procedures

To request a new Guest or Shared account or to renew, complete the electronic form at: Forms - University Technology Services

Note: Please make sure to login to support.oakland.edu when trying to submit a form.

Guest Accounts

While the processes are fairly similar, the instructions below are for Guest Account Creations

1. Select the "NetID Account" Service from our Service Catalog
2. Select the "Guest NetID Request" button
3. Once opened, verify that the "Requestor" and "Department" information is correct
4. After verifying the information, select the "NetID Request Type"
   • "Create New Account"
   • "Modify Existing Account"
   • "Renew Account"
   • "Cancel Account"
5. Confirm whether this individual is a vendor or not
6. Confirm if this individual will be on campus for less than a year
   • If the user will be on campus for longer than 1 year, please provide a tentative expiration date
7. Fill out the requested information about the individual for the Guest Account
   • Guest First Name (required)
   • Guest Last Name (required)
     • The first and last name of the individual will be used to create the NetID for the Guest Account
     • All vendor accounts will be required to have "vendor_" prefix to the Guest Account (ex: vendor_johnsmith@oakland.edu)
   • Phone Number
   • Company/Organization
8. Confirm if the individual is over the age of 18
   • For individuals under the age of 18, Guest Accounts are provisioned with more restrictive access
9. Fill out who will be the sponsor of the Guest Account
   • The sponsor will be the individual responsible for renewing the Guest Account each year and have the ability to reset the password for the account
10. Provide details as to why the Guest Account is needed and any additional details
11. Once completed, select the "Submit" button at the bottom of the form
    • If certain access is required such as Student or Vendor VPN access, then the form for that access needs to be completed separately

Shared Accounts

While the processes are fairly similar, the instructions below are for Shared Account Creations

• Select the "NetID Account" Service from our Service Catalog
• Select the "Shared NetID Request" button
• Once opened, verify that the "Requestor" and "Department" information is correct
• After verifying the information, select the "NetID Request Type"
  • "Create New Account"
  • "Modify Existing Account"
  • "Renew Account"
  • "Cancel Account"
• Fill out the Shared Account name
  • The name requested does not guarantee that will be the NetID for the account as the requested name may already be in use
• Fill out the displayed First and Last Name
• Fill out who will be the owner of the Shared Account
  • The sponsor will be the individual responsible for renewing the Guest Account each year and have the ability to reset the password for the account
• Provide details as to why the Guest Account is needed and any additional details
• Once completed, select the "Submit" button at the bottom of the form
  • If you are looking to request an account for a Student Organization on campus, please contact the Office of Student Involvement (OSI)

After Your Guest or Shared Account Creation

Once you have received notification that your Guest or Shared NetID account has been created, it may take up to 60 minutes to be fully provisioned and available across our services. During this time, you may not be able to use the account's credentials to sign in to applications or access services that rely on Microsoft Entra ID such as MySAIL or the OU email for the account. 

Renewal of Guest and Shared Accounts

All account renewals must be within 1 year of the account creation. Reminders will be sent out 45 days prior to the expiration date of Guest and Shared Accounts. If a renewal request is not submitted the account will be deleted. 

Note: If an account was previously deleted (ex. more than 2 years of expiration) a request can still be submitted but the account will be recreated meaning all of the Google data associated with the account will not be there.

Additional Support

• OU Technology Center
• 44 Oakland Center
• Rochester, MI 48309-4479
• (248) 370-4357
• Office Hours: M-F 8:00am - 5:00pm