NetIDs by Role - Guest NetID, Retiree, Non-Employee Staff, and Student Employee accounts

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.

1. Guest NetID Types

2. Responsibilities of Guest NetID Sponsors

3. Request a Guest NetID

4. Generate and change the Guest NetID password

5. Guest responsibilities for Individual 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 request non employee account. 

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. Depending on the use case, this account-type may be required to use Duo MFA.

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

Guest NetIDs can be requested through NetID Management tool (https://netid.towson.edu/) by selecting Requests > Request Access or NetID, clicking on Create New User, and selecting the appropriate User Type Guest NetID. The sponsor(s) selected for the account will be notified when the NetID is created. A Guest NetID can have one or more sponsors.

Note: 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.

After creation, the sponsor(s) can then manage the NetID, which includes:

• the ability to extend expiration dates up to one year at a time,
• reset the password, or
• immediately expire the NetID.

Individual guest accounts will be required to use Duo MFA by the guest.

When the account approaches expiration, the sponsor of the NetID will automatically receive reminder emails prior to the NetID being disabled, and will have the opportunity to extend the expiration date up to one year.

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, 180 days for individual or 90 days for shared, after being reset or changed and must be changed.

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.

Guest responsibilities for Individual Guest NetIDs

A guest may perform several tasks, including setting security questions, configuring Duo, adding recovery email and phone information and resetting their password. 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.
    

Retirees and faculty emeritus can continue to use their same NetID and email after they leave the university. HR must update their record to indicate retirement. If the record is set ahead of retirement, access will continue uninterrupted. However, access must be renewed annually to avoid disruption to access (instructions below). 

• Retirees and faculty emeritus retain access to a subset of services. Services may be reviewed at https://www.towson.edu/technology/netid/services.html.
• Retirees and faculty emeritus are responsible for renewing their account annually.  Several reminder emails will begin 30 days ahead of access expiration.
• Retirees and faculty emeritus are responsible for and updating their NetID password.  Several reminder emails will begin 30 days ahead of password expiration.
• Retirees and faculty emeritus retain membership to any network/email security group upon retirement.  However, sponsorship to these resources will be removed and/or replace by active faculty/staff.

Please follow this procedure to renew your NetID for another year:

1. Visit www.towson.edu/NetID in a web browser
2. Click the "Manage NetID" link, then log in with your NetID and password
3. Navigate to the "My Profile" link at the top, then click the "Profile" link.  This will allow you to view your own NetID profile.
4. Scroll down to the Extend Retiree Access section, and click the "Extend One Year" button.  Click OK on the pop-up message to confirm
5. After a few minutes, you can revisit the same page and the "Retiree End Date" displayed should have been extended by one year.

Note: If you don't renew your NetID by the date above, it will automatically be deactivated. After that date, you may contact OTS to request reactivation.

This annual renewal allows Towson University to ensure that your NetID and email do not become inactive or unknowingly compromised by an attacker.

Please note that you must also change your NetID password at least once per year. You will receive a separate email notification warning you before your password expires.

There are cases where on-site visitors, vendors and other university affiliates must receive a OneCard and a NetID to access basic computing services. These are known as Non-Employee Staff NetIDs. Individuals with TUID numbers who require NetIDs must receive a Non-Employee Staff NetID. This account type requires the use of Duo MFA for additional security. Those without a TUID but who still require a NetID should request a Individual Guest Account. 

Examples of Non-Employee Staff NetID holders include:

• Visiting scholars
• Visiting faculty/researchers
• Vendors with office spaces on campus (like Chartwells or Aramark)
• Other long-term affiliates who need a OneCard and the ability to log into campus systems or access other NetID-restricted computing resources

Visitors who simply need internet access from mobile devices should use the open wireless network and may not require a NetID. 

Request a Non-Employee Staff NetID

To initiate the request for a non-employee account, please follow these steps: 

1. Please contact the Auxiliary Office to formally request a OneCard along with the associated TU ID number. The request for all third parties would need to be submitted by the TU department hosting them on campus. The authorized department head or chair should email onecard@towson.edu from their TU email account with the full legal name, birthdate, address, phone number, email address, estimated length of time on campus, and whether the person has a previous affiliation with TU as a student, employee, contractors, etc. 

2. Upon receiving notification from the Auxiliary Office, please inform OTS by submitting a TechHelp request. Please include the individuals' TU ID number, name, and/or alternative email address for the creation of the non-employee account. 

3. Once OTS notify you about the account creation, please guide the individual to activate their account. [Select "Faculty/Staff" for NetID Type] 

As the designated sponsor, you will be receiving annual notification from AccountExceptions@towson.edu prompting you to renew the account. A brief reply indicating the desired duration will suffice, and OTS will promptly extend the account accordingly. In the event of the individual's departure from the university, please notify OTS promptly by submitting a TechHelp request for their account deactivation. 

Student employees may need additional access to technology services to perform their job duties.

Supervisors are responsible for requesting any necessary access on behalf of their student employees and for notifying the appropriate department when access is no longer required. All additional access is granted through the student’s regular NetID.

Requesting Student Employee Access to File Shares

If a student employee needs access to a file share, the supervisor should contact the individual responsible for managing access to that file share.  The sponsor of that file share can manage access using the Sponsored Group Management application, found in the Faculty/Staff NetID Tools section of the NetID Tools page.

Use the Sponsored Group Management application to locate the sponsor for a file share access group, or contact the OTS Help Center for help in identifying sponsors.

Requesting Student Employee Access to PeopleSoft HCM, Towson Online Services or Stratus Financial

Student employees may be granted elevated access when there is a business need. Supervisors should go to the Forms Repository to complete the appropriate form to request access. Supervisors should also request that access be revoked once a student employee's employment ends.

Questions about what type of access is needed can often be directed to the appropriate business office (e.g., Enrollment Services, Financial Services), or to OTS by submitting a request through TechHelp. 

Requesting Student Employee Access to Other Systems

Supervisors who wish to request access for their student employees to other systems should contact the technical contact for that system. Many applications are managed by business units outside of OTS. For example, access to specific SharePoint sites requires that the supervisor contact the SharePoint site's owner(s).​​​​​​​