Request and Manage Guest NetIDs

[Faculty and Staff] A Guest NetID is intended for individuals associated with the university who may need access to an authenticated university computing service. This includes campus desktops, servers, SharePoint sites, Remote Desktop Gateway, Virtual Workspace or VPN. Each Guest NetID is sponsored by one or more faculty or staff members. These sponsors can manage certain aspects of their sponsored Guest NetIDs.

A Guest NetID is intended for individuals associated with the university who may need access to an authenticated TU computing service. This includes campus desktops, servers, SharePoint sites, Remote Desktop Gateway, Virtual Workspace or VPN. Each Guest NetID is sponsored by one or more faculty or staff members who can manage certain aspects of their sponsored Guest NetIDs.

Guest NetID types

There are three different types of Guest NetIDs that determine how password expiration and changes work.

Individual

An individual NetID is for named people and is meant to be used by a single individual. These individuals are often temporarily associated with the university, work for a vendor who doesn't have a permanent presence on campus, does not receive a university paycheck, is not currently a student, and doesn't have a TUID number. This account type will be required to use Duo MFA.

Examples include:

• Technology vendor/contractor (e.g., server support, technology support, after-hours help desk support, PeopleSoft support) who must log into TU computers.
• USM Staff, USM Foundation members, or other university friends who need to access TU resources/computers or require a TU email address.
• Volunteers or interns who need to access TU resources/computers or require a TU email address.
• Grant students or other temporary students (one or two students at a time only) who do not have regular student NetIDs and need to access TU resources/computers.
• Campus IT staff who need a service account or test account to maintain computers or labs.

Note: If the affiliates needs Onecard and TU ID number please see this KB article. 

Shared

A shared NetID is for a group of guests or vendors. Shared accounts are meant for small groups of people to use short-term, such as for a conference or training event; users of shared accounts cannot change the shared account's password.

Service/test

A service/test NetID acts as a service or test account. Service/test accounts are used in a limited fashion by campus IT staff for servers and for maintaining computers and labs.

Responsibilities of Guest NetID sponsors

Sponsor(s) of each Guest NetID are responsible for these tasks while maintaining the account:

• Request a Guest NetID and View Status of Request (see Request a Guest NetID and View Guest NetID Request Status sections).
• Generate an Initial Password (see Generate/Change the Guest NetID Password section).
• Assist the Guest NetID to log in or access services.
• Assist the Guest if they have questions about changing their password or responding to password expiration notification emails (See Manage Guest NetID - Guest Responsibilities section).
• Assist the Guest NetID in resetting a forgotten or expired password (see Generate/Change the Guest NetID Password section).
• Extend the NetID expiration date or expire the NetID prematurely (see Change Expiration Date section).
• Reset the NetID password age if a password is forgotten within two days of reset (See Reset NetID Password Age section).

Request a Guest NetID

Requests are made via the TU NetID Management System. Once the request is submitted, OTS will contact the requesting sponsor with any follow-up questions or provide information on the new NetID. If a sponsor is having difficulties with a Guest's NetID or needs to request a change that isn't available in the NetID Management System tool, the sponsor should contact the OTS Help Center for assistance. If a Guest NetID requires additional network access or permissions, please submit a separate TechHelp Service Request after you have been notified that the account has been created.

1. From your browser of choice, navigate to https://www.towson.edu/netid.
2. Under the Other Faculty/Staff NetID Tools section, select the Request or Manage link.
3. Enter your NetID Username and Password on the TU Authenticated Login screen and select Login.
4. Select the REQUESTS tab at the top of the window. You can view requests, request access or netID, or change access.
5. Select the REQUEST ACCESS OR NETID tab at the top. From here, you can select the user for whom you want to request access.
   Note: If requesting access for yourself, check the Include Self box.
6. Select the CREATE NEW USER button.
7. The Create a new user window will appear. Under User Type, select the NetID Type you will be requesting. Refer to the previous section titled Type of Guest NetIDs for determination. For this example, we will be choosing Guest NetID (Individual).
8. Scroll down to the Personal Information section.
9. Fill out the required fields with the Guest's information.
   Note: Under the Guest NetID Purpose and Email section, hovering over the (i) icon will provide more details for filling out this section.
10. Select the DONE button. You will be redirected to the Request Access or NetID page.
11. Scroll down to the Specify access period section. Select the calendar icon to select the Start date for the account, or manually enter the start date in the mm/dd/yyyy format. Repeat the same step for the End date.
12. Under the Submit request section, enter any additional comments into the text field. This may be a ticket number or anything that may be helpful for OTS to complete the request. Select the SUBMIT REQUEST button.
13. Select the CLOSE button on the Attention pop-up window.
    Note: Please allow up to 3 business days for OTS to contact you about the account request. You will receive a TechHelp support request email notification.
14. Select the Logout button in the upper right-hand corner of the screen when finished.

View request status

1. Log into the system (in your browser of house, navigate to https://www.towson.edu/netid and select the Request or Manage link under the Other Faculty/Staff NetID Tools section, enter your NetID Username and Password on the TU Authenticated Login screen and select Login).
2. Select the REQUESTS tab and then select the VIEW REQUESTS tab at the top.
3. Select the down arrow beside the request ID to expand. Select the arrow beside History for detailed information.

Generate and change the Guest NetID password

The sponsor will receive an email with a link to set a password (generate) for the guest's NetID. Only the sponsor can create this password initially; however, both the sponsor(s) and the Guest can change the password after the fact. The steps for both actions are the same.

Password expiration for Guest NetIDs is identical to password expiration for faculty/staff NetIDs; the password will expire 90 days after being reset or changed and must be changed every 90 days.

1. Log into the system (in your browser of house, navigate to https://www.towson.edu/netid and select the Request or Manage link under the Other Faculty/Staff NetID Tools section, enter your NetID Username and Password on the TU Authenticated Login screen and select Login).
2. Select the USERS tab at the top.
3. Under Select a user, type the last name of the Guest in the Search box. The name may appear in an autofill box as you type; select it. If not, select the Search icon (magnifying glass), find and choose the name from the list, and then select Done.
4. Scroll under the View/Edit NetID Profile section and select the GENERATE NEW PASSWORD button.
5. You will receive an Attention box confirming submission. Select YES.
6. Select CLOSE in the Attention box.
7. The sponsor(s) and the Guest will receive an email with a link to the File Delivery Service (FDS) to view the password.

Change the Guest NetID expiration date

By default, the Guest NetID expiration date is set to expire after one year. As the sponsor, you may change this date and extend it up to 1 year. The sponsor(s) will receive an email when the Guest NetID is about to expire, starting 30 days before expiration.
Note: After a Guest NetID expires, that ID can be re-enabled for three months, after which it is permanently deleted.

1. Log into the system (in your browser of house, navigate to https://www.towson.edu/netid and select the Request or Manage link under the Other Faculty/Staff NetID Tools section, enter your NetID Username and Password on the TU Authenticated Login screen and select Login).
2. Select the Users tab at the top.
3. Under Select a user, type the last name of the Guest in the Search box. The name may appear in an autofill box as you type; select it. If not, select the Search icon (magnifying glass), find and choose the name from the list, and then select Done.
4. Scroll down to the Change Guest NetID's Expiration Date.
5. Enter a new date in the NetID Expiration Date box or use the date picker.
6. After entering the date, select the UPDATE NETID EXPIRATION DATE button.
7. Select YES in the Attention box.
8. Select CLOSE in the Attention box.
9. Scroll down and select SUBMIT REQUEST. You may also leave a note in the options comments box if you wish.
10. Select Close in the Attention box.

Reset Guest NetID password age

If a password is forgotten within two days of reset, you may allow the Guest or sponsor(s) to reset that password again by clearing the minimum password age of 2 days.

1. Log into the system (in your browser of house, navigate to https://www.towson.edu/netid and select the Request or Manage link under the Other Faculty/Staff NetID Tools section, enter your NetID Username and Password on the TU Authenticated Login screen and select Login).
2. Select the USERS tab at the top.
3. Under Select a user, type the last name of the Guest in the Search box. The name may appear in an autofill box as you type; select it. If not, select the Search icon (magnifying glass), find and choose the name from the list, and then select Done.
4. Scroll down to the Reset NetID Password Age and select the CLEAR MINIMUM PASSWORD AGE button.
5. Select YES in the Attention box.
6. Select CLOSE in the Attention box.

Guest responsibilities for Individual Guest NetIDs

A guest may perform several tasks, including setting security questions, adding recovery email and phone information and resetting the password on the Guest NetID they are using. This applies to individual Guest NetIDs only, not to Shared or Service guest NetIDs.

Log in

1. From your browser of choice, navigate to https://www.towson.edu/netid.
2. Under the Other Faculty/Staff NetID Tools section, select the Request or Manage link.
3. Enter your NetID Username and Password on the TU Authenticated Login screen and select Login.

Set security questions

Security questions are used for recovering a forgotten or expired password.

1. After logging in for the first time, you will be prompted to set your security questions.
2. A Welcome box will appear. Select CLOSE.
3. Select the Pencil icon next to the question you would like to change.
4. From the drop-down menu, you can now select a different question.
5. To answer a question, type your answer in the box above the Answer for Question # box and then confirm the answer by typing it again in the Re-type Your Answer for Question # box. Answers are not case-sensitive. If you select the SHOW ANSWERS button at the bottom of the page, all answers will appear in lowercase.
6. Repeat the process for Questions 2 and 3.
   Note: With the buttons at the bottom of the page, you can RESET ANSWERS, CLEAR ALL, and SHOW ANSWERS.
7. When you have set all your security questions, select SAVE at the bottom of the screen.

Password recovery information

The Recovery Email and Phone are used for recovering a forgotten or expired password. Use a personal email address / personal mobile phone number that can receive an SMS text message.

1. After logging in, select the Profile tab at the top.
2. Scroll down to the Password Recovery Email and Phone section and add a Recovery Email / Recovery Phone number in the designed fields.
3. Select the SUBMIT button at the bottom of the screen.
4. Enter the one-time passcode you received in your email into the Recovery Email field.
5. Enter the one-time passcode you received in your text messages into the Recovery Phone field.
   Note: This step must be completed within five minutes.
6. Select the VALIDATE button.
7. Select the CLOSE button on the Attention pop-up window. 

Changing a password

1. After logging in, select the PASSWORD tab at the top of the screen.
2. Enter a new password in the New Password field from the Create New Password screen.
   Note: Your new password must follow the Password Rules listed.
3. Repeat the password in the Re-type Password field.
4. Select the RESET PASSWORD button. Two attention dialog boxes will appear, confirming that the password was reset.