IU account types and eligibility

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Overview

Note:
For accounts and services available to non-enrolled students, see IU account access chart for non-enrolled students.

The following describes the different types of accounts available to enrolled students, faculty, staff, and others associated with Indiana University, as well as the systems they can access.

Account types and abilities

  Personal account Group account Affiliate account Conference IU Guest
General purpose
IU account for faculty, staff, students, ACNP employees, and affiliates; allows provisioning of other accounts
Sponsored account by faculty and staff to be used for departmental or shared use
Contractors and vendors, sponsored by faculty and staff, for longer-term use
Temporary account for computer and printer use at IU, sponsored by faculty or staff. Fees may apply; IU account number required.
Light credential to be used for guest authentication through the IU Login application code GUEST or ANY. An example would be for guest authentication to Canvas.
Default accounts ADS (also see Your University account (formerly Network ID) IU Login Guest Account
Has an IU email account Gmail at IU or Exchange Exchange Exchange No No
Additional accounts Computing accounts at IU Computing accounts at IU Computing accounts at IU No No
Bulk generation No No No Yes No
Wireless and internet access
Wireless access to IU Secure or eduroam; wired access with registered MAC address
No wireless access to IU Secure or eduroam; wired access with registered MAC address
Wireless access to IU Secure or eduroam; wired access with registered MAC address
Limited internet access (web browsing) to IU Secure or eduroam; IU Guest wireless is also available. Access to wired network in campus housing requires manual registration by the Support Center.
No wireless or wired internet access
Time limit
Must be active in SIS, HRMS, or Affiliate data feeds
None
Sponsor can request up to one year
Yes, established at time of request
None
Provisioning site Create My First IU Account Your Accounts Manage your affiliates Manage your conference accounts Guest accounts
Main Knowledge Base document Your University account (formerly Network ID) and
Computing accounts at IU
About IU computing accounts for groups or departments Sponsor a computing account for an IU affiliate About sponsored accounts for conference participants at IU Guest accounts at IU
Recommendations
All IU faculty, staff, students, affiliates, and others will and must have one of these accounts.
See About IU computing accounts for groups or departments.
Long-term contractor or vendor use; see Eligibility to Use Information Technology Resources (IT-03) .
See About sponsored accounts for conference participants at IU.
For those needing access to Canvas and One.IU

Account eligibility

System Enrolled
under-graduate
students
Enrolled
graduate
students
Faculty Staff Part-time
employees
Academic,
non-paid (ACNP)
Affiliates Groups/
departments
IU Guest
accounts
IUB Library
Guest accounts
Retired faculty Retired staff

Authentication
ADS Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Access
Access Management System (AMS) Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Adobe Creative Cloud Yes Yes Yes Yes Yes Yes Approval required Yes Can request exception
BUY.IU Approval required Approval required Yes Yes Yes Approval required Approval required
Canvas Yes Yes Yes Yes Yes Yes Yes Activation required Yes Yes Yes
ePTO Yes Yes
See notes
Employee Center Yes Yes Yes Yes Yes
Faculty Center Yes
Google at IU (no Gmail) Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Google at IU (including Gmail)
Yes Yes
HRMS (Human Resources Management System)
Approval required Approval required Approval required Approval required Approval required
IU Chrome River Yes Yes Yes Yes Yes Approval required Approval required
IUIE
Request access

Request access

Request access

Request access

Request access
Approval required Approval required
Request access

Request access
IUanyWare Yes Yes Yes Yes Yes Yes
See notes
Yes Yes
IUware Yes Yes Yes Yes Yes Yes
Microsoft 365
(A5 license)
Yes Yes Yes Yes Yes Retired emeriti faculty only
(others get A1)
Microsoft 365
(A1 license)
Yes Yes Yes Yes Yes Retired faculty only
(retired emeriti faculty get A5)
Yes
One.IU Yes Yes Yes Yes Yes Yes Yes Yes Limited access Limited access
Kuali Coeus Approval required Approval required Approval required Approval required Approval required Approval required Approval required
KFS (Kuali Financial Systems) Approval required Approval required Approval required Approval required See notes See notes
Kuali TIME Yes Yes
See notes
Yes Approval required Approval required See notes See notes
Skype for Business Yes
See notes
Yes
See notes
Yes
See notes
Yes
See notes
Yes
See notes
Yes
See notes
Yes
See notes
Yes
See notes
Student Center Yes Yes
Top Hat Yes Yes Yes Yes Yes Yes Yes Yes
Zoom Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Zoom Health Approval required Approval required See notes

Email
IU Exchange
(A5 license)
Faculty/staff sponsorship required Yes Yes Yes Yes Yes Retired emeriti faculty only (others get A1)
IU Exchange
(A1 license)
Yes Yes Retired faculty only (retired emeriti faculty get A5) Yes

Research
Big Red 3 Yes Yes Yes Yes Yes Yes Yes Yes See notes See notes
Carbonate Yes Yes Yes Yes Yes Yes Yes Yes See notes See notes
RDC Faculty sponsorship required Yes Yes Faculty sponsorship required Faculty sponsorship required Yes Faculty/staff sponsorship required Faculty sponsorship required See notes See notes

Storage
SDA Faculty sponsorship required Yes Yes Yes Faculty sponsorship required Yes Faculty/staff sponsorship required Yes Yes Yes
Slashtmp Yes Yes Yes Yes Yes Yes Requires Support Center activation Upon request Upon request
Slate Yes Yes Yes Yes Faculty sponsorship required Yes Yes Yes Yes Yes

Other
STC printing Yes Yes Yes Fee required Fee required Fee required Fee required Fee required Fee required

Network
eduroam Yes Yes Yes Yes Yes Yes Yes Yes Yes
Library-owned
workstations
Yes Yes Yes Yes Only if library employee Yes Yes Yes Yes
STC-owned
workstations
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
VPN Yes Yes Yes Yes Yes Yes Yes Yes Yes
Notes:

Adobe Creative Cloud: Affiliates may be eligible to use Adobe Creative Cloud; for details, contact your campus Support Center.

Retired staff who have a valid use case may request an exception; contact your campus Support Center.

BUY.IU: If a user who does not receive payroll payments needs access to BUY.IU, access should be requested through the BUY.IU support form with the user's full name, user ID, department, and the reason for the access request.

ePTO: Specifically for staff who are overtime exempt and those who approve ePTO calendars.

HRMS (Human Resources Management System): Additional steps are required to get access; see How supervisors and Data Managers establish access to institutional data and applications for individuals.

IUanyWare: Those with ACNP status who have an ADS account can access Desktops on IUanyWare. If you need access to additional applications, contact your campus Support Center for assistance.

IUIE: You'll need to request access to use the IUIE; see Request an IUIE account. If you are an affiliate, see Request an IUIE account for an affiliate.

Microsoft 365 (formerly Office 365) A1 license: As of January 16, 2021, retired faculty, retired staff, individuals with ACNP status, and most IU affiliates are eligible for A1 licenses, which provide 1 TB of OneDrive storage space and use of the web-based Office Online apps in Microsoft 365 at IU (but do not include access to desktop versions of Microsoft Office for installation on personal computers). IU affiliates with Regenstrief Institute and IU Foundation are eligible for A5 licenses, which provide access to all features of IU Microsoft 365, including access to the desktop versions of Microsoft Office for installation on personal computers. For more, see About A5 and A1 licenses in Microsoft 365 at IU.

Microsoft 365 (formerly Office 365) A5 license: Retired emeriti faculty are eligible for Microsoft 365 A5 licenses, which include full use of Microsoft 365, including installation of desktop versions of Microsoft Office for installation on personal computers.

KFS (Kuali Financial Systems): Additional steps are required for faculty and staff to get access; see How supervisors and Data Managers establish access to institutional data and applications for individuals.

Affiliates can be granted access on a case-by-case basis if approved by Office of the University Controller.

Retirees who have no other active jobs at IU do not have access.

Kuali Coeus: Additional steps are required to get access; see How supervisors and Data Managers establish access to institutional data and applications for individuals.

Kuali TIME: Specifically for staff who are overtime non-exempt and those who approve timesheets.

Retirees who have active non-exempt/hourly positions (allowed for their type of retiree status) are allowed user access. Those who approve other hourly workers' hours (having a supervisor role/active position other than the retiree status) are allowed approver access.

Exchange A1 license: As of January 16, 2021, IU affiliates, retired faculty and staff, and those with ACNP status are eligible for A1 licenses in Microsoft 365. A1 licenses provide web access to Exchange mail via and a 50 GB mail storage allotment. For more, see About A5 and A1 licenses in Microsoft 365 at IU.

Exchange A5 license: Retired emeriti faculty are eligible for Exchange A5 licenses, which include full use of Exchange.

Research systems: Retired faculty and staff continue to have access to research systems they had access to when employed.

Skype for Business: Before a Skype for Business account can be created, you must first sign the Emergency 911 statement; see Get started with UniCom/Skype for Business or Microsoft Teams at IU. Depending on your account eligibility, campus, and affiliation, additional fees may apply when associating your Skype for Business account with a telephone number. For details, see UITS Telecommunications.

Slashtmp: Retirees may request access; contact your campus Support Center.

Zoom Health: Enrolled IU undergraduate students and affiliates may be eligible for Zoom Health accounts; decisions will be made on a case-by-case basis. To request a Zoom Health account, complete the IU Zoom Health Account Transfer Request.

Retired faculty may have Zoom Health accounts only if their school or departmental Human Resources representatives submit eDocs via HRMS that reclassify them as Retired and Academic Non-Paid (ACNP). If the retired faculty cannot be reclassified, contact UITS Enterprise Decision Support Systems to request an exception.

This is document auia in the Knowledge Base.
Last modified on 2021-05-06 15:55:05.