Sponsored Account Service Descriptions and Policies

  • Sponsored Accounts may be used only for the conduct of official university business.
  • Only full-time benefits-eligible directors, faculty members, department heads, managers and hiring supervisors may approve Sponsored Account forms.
  • In order to renew sponsored accounts, sponsors must continue to be associated with the university as of the day they renew an account.
  • Two weeks before expiration of a sponsored account, both the sponsor and sponsoree are notified by email. In the email, instructions are provided for account renewal that can be accomplished with a simple email reply.
  • Sponsored individuals are responsible for the data created under their account, and must work with their sponsors to preserve any data created under their accounts prior to the account expiration date.
  • Sponsored accounts and email content are deleted on the expiration date

Sponsored Account Service includes one or more of the following services:

Service Description
NUNET login Access to the standard NUnet computing environment from the desktop. NUnet offers a suite of applications such as Microsoft Office and other common applications
myNEU Enterprise Portal
Microsoft Exchange email Email, calendaring and scheduling services.

 

Policy, Applicability, and Ownership
The Sponsored Account Policy describes the terms and conditions under which Sponsored Accounts are managed, and incorporates by reference the Appropriate Use Policy regarding use of NU Computer and Network Resources which is here on the Information Technology Services website. All use of Sponsored Accounts must comply with applicable local, state and federal laws, which are also incorporated by reference. The Sponsored Account policy is owned by the Information Technology Services Division.

Eligibility
Sponsored Account service is available to individuals whose role is officially recognized by the university. Recognized roles include:

  • New Hire (Faculty)
  • New Hire (Staff)
  • Lecturer
  • Contractor/Consultant
  • Temporary Employee (staff role)
  • Service Representative / Co-op
  • Student Employee
  • Grad research assistant
  • Retiree

Permitted Uses of Sponsored Accounts
Sponsored Accounts may be used for the conduct of university-related academic and administrative work. A Sponsored Account may not be used by an individual who is benefits-eligible, except only to establish temporary service pending completion of employment processing through HRM. Sponsored Accounts used in this manner are automatically converted to regular accounts when HRM processing is complete.

Approvals Required
Only benefits-eligible employees may approve Sponsored Account forms. A sponsor must be in a supervisory role with respect to the sponsored person.

Applicant Responsibilities
Applicants agree to abide by the terms of the Appropriate Use and Sponsored Account Policies, accept responsibility for all transactions conducted using the credentials assigned to them, and to notify their sponsor and IS Customer Services of any change in role or affiliation.

Sponsor Responsibilities
Sponsors agree to abide by the terms of the Sponsored Account Policy, accept responsibility for all transactions conducted using the credentials assigned to individuals whom they sponsor, and to take appropriate action by updating the sponsored end date when an individual they have sponsored leaves their supervision or is longer qualified by role, responsibility or legitimate need to access NU systems and data. Sponsors are individually accountable for fulfilling these responsibilities.

Length of Sponsored Service
Sponsored accounts are assigned lengths of service appropriate to role. The length of service is consistent with institutional responsibilities and regulatory requirements that information access be limited to the minimum duration required for an individual to fulfill the responsibilities of their official role. Before the length of service is exceeded, the Sponsored Account may be renewed at the discretion of the Sponsor.

Renewal interval for contractor/consultants
Contractors and consultants may now be sponsored for the full duration of their contract, thereby reducing the number of renewals processed by their sponsor. To use this feature, specify the date of contract renewal or expiration on the online sponsored account form beside the role labeled “Contractor/Consultant”. Supervisors must immediately update the end date on the online sponsored account form in the case of early termination of contract.
Notes: Contract expiration or renewal dates are subject to audit and verification. Oversights in prompt notification of early contract termination may result in long-duration unauthorized access by the sponsored person, leading to possible losses and/or administrative/regulatory consequences.

Sponsored Accounts may be renewed for up to one academic year, provided the sponsored individual remains associated with the university, and provided the sponsor renews the account prior to expiration. Renewal of Sponsored Accounts beyond one academic year may require additional approvals. When additional approvals are required, sponsors will be notified prior to expiration of the Sponsored Account

Applying for a Sponsored Account
See the Sponsored Account Requests page.

How to use the online Sponsored Account Form:

Step Action
1 Applicant completes all required fields, and then clicks “Continue”.
A confirmation number displays. To cancel, click “Cancel”.
2 The designated sponsor is notified via email that a request requiring action is pending. The requestor will receive an email notifying them of the status of the pending request. This message will include the sponsor’s contact information.
3 Upon action by the sponsor to the request, the applicant is notified via email. If approved, the account will be available for claim on the following business day via the “How do I get a myNEU username and password?” service on the myNEU portal.

 

Service Level to establish a Sponsored Account
Sponsored Accounts are available for claim on the business day following approval. the sponsor is notified via email.

How to claim a Sponsored Account User ID and Password
Sponsored Accounts are claimed through the myNEU account activation process.

Sponsored Account Renewal and Revocation Process
The following table describes how the renewal and revocation process works:

On this day… These actions Occur… The following actions should be taken: by the accountholder The following actions should be taken: by the sponsor
14 calendar days before expiration of the Sponsored Account… Account holder and sponsor receive first email notification, advising the sponsored account will be expiring. Submit a new Sponsored Account request with a new end date.

Or

Contact your sponsor. Confirm that your sponsor knows your account is up for renewal.

Modify the end date of the account utilizing the online tools available on the myNEU portal under the “My Profile” icon.
7 calendar days before expiration of the Sponsored Account… Account holder and sponsor receive final email notification, advising the sponsored account will be expiring.
Account expiration date
  • Sponsored account is terminated, along with all access rights.
  • Email address removed from directory and released for re-use.
  • All email messages and files are deleted on the day of account expiration.

How to terminate a Sponsored Account before the renewal date
A sponsor may terminate any Sponsored Account under their approval, at any time via the online sponsored account tool. For urgent revocations, such as those pertinent to an involuntary departure or early termination of a contract, sponsors must contact ITS Service Desk by phone at 617.373.4357 (xHELP). For scheduled revocations, sponsors must update the end date through the online sponsored account tool.

Confidentiality and Privacy
Sponsored Account holders are required to honor and observe the rules of confidentiality and protection of privacy when accessing, using or disclosing any information that resides on Northeastern University information systems and/or any information that pertains to university programs, students, faculty, staff or sponsored individuals. In addition, the following table describes legislation regulating disclosure and use of specific types of information:

All disclosures of this information type… Must comply with the provisions of this legislation…
Student information Family Educational Rights and Privacy Act of 1974 (FERPA)
Protected Health Information (PHI) Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Non-public personal financial information Financial Services Modernization Act of 1999 (also known as Gramm Leach Bliley)
Personally Identifiable Information (PII) MA GLC93H 201 CMR17 Massachusetts Standards for the Protection of Personal Information of Residents of the Commonwealth

Questions regarding regulatory controls on access, use or disclosure of information should be directed to the Office of Information Security and Identity Services at itsecurity@neu.edu

Protection of NU Information Assets
Sponsored accountholders agree to apply safeguards to protect NU information assets from unauthorized access, viewing, disclosure, alteration, loss, damage or destruction. Appropriate safeguards include use of discretion in choosing when and where to access data, prevention of inadvertent or intentional viewing of displayed or printed information by unauthorized individuals, and use of antivirus and backup software on computers.

Policy Interpretation
Questions about this policy or the applicability of this policy to a particular situation should be directed to the Office of Information & Technology Security at itsecurity@neu.edu

Policy Violations
Where a possible or actual policy violation is identified, the appropriate system manager or unit head will undertake a review and initiate appropriate action, in accordance with university policy. In addition, the university may require restitution for any use of service that violates the policy. The university may also provide evidence of possible illegal or criminal activity to law enforcement authorities, consistent with the Appropriate Use Policy (AUP). The Appropriate Use Policy is available here on the Information Technology Services website.

Service Changes
Northeastern University retains the right to amend the terms of the Sponsored Account Policy at any time, and to alter, change, suspend or terminate Sponsored Account service as may be required, at any time, in its sole discretion.

Questions ?
If you have a question or need assistance with a Sponsored Account, please contact the ITS Service Desk at 617.373.4357 (xHELP).

NOTICES
SPONSORED ACCOUNT HOLDER TO RETAIN THIS PAGE

PRIVACY NOTICE
Information collected on the Application for Sponsored Account is used for the purpose of providing and managing access to electronic services. The information is not shared outside the University, except only as may be necessary to provide Sponsored Account services.

The following information is collected from Applicants:

  • Name
  • Last four digits of social security number (not required for students)
  • NUID number (required for students)
  • Title
  • Name of NU Department where engaged
  • Home ZIP code
  • Date of birth
  • Campus telephone number, room location, and alternate telephone number

The NUID number, last four digits of Social Security Number, Date of Birth, and home ZIP code are used to help discern between individuals who have the same first and last name.

The following information is collected from Sponsors:

  • Name
  • Title
  • Name of NU Department where engaged
  • Campus telephone number
  • Email address

Questions about Privacy ?
If you have a question about Privacy, please contact privacy@neu.edu.

NOTICE OF REQUIREMENT TO MAINTAIN CONFIDENTIALITY
All individuals engaged by the University are required to keep all Northeastern University Information strictly confidential. No use or disclosure of any kind is permitted, except only as may be authorized under the terms of employment, engagement, and/or as may be explicitly authorized in writing by an officer of the University.

NOTICE OF APPROPRIATE USE POLICY
All individuals accessing Northeastern University systems are required to read and comply with the Appropriate Use Policy for Computers and Networks.

NOTICE OF USE OF ELECTRONIC SIGNATURES
During the process of application and assignment of Sponsored accounts there are binding agreements of use which are accepted by the Sponsor and Sponsoree using electronic signatures. These signatures are viewed as legally binding in the same manner which a written signature would be held.

NOTICE OF RIGHT TO CHANGE APPROPRIATE USE POLICY
The university reserves the right to change the Appropriate Use Policy or any portion of the policy, at any time, without prior notice. Changes to the policy are effective upon posting on the Information Technology Services website.