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Sponsored Identity

Yale Sponsored Identity logo

What is a Sponsored Identity?

Sponsored Identity is a category and process for granting access to individuals who have valid business reasons for physical access (ID card) and/or system access (NetID) to Yale resources, and are not a Student, Employee, Contingent Worker, Faculty, or Alumni.

The Yale ID Center will no longer accept paper forms and are requiring departments to enter all vendors, consultants, visitors, or spouses into the Sponsored Identity System.

Please note that a PIN for the NetID must be requested; it is not automatically generated.

NEW Process for Student Spouse Request effective November 16, 2017

Student Spouse Sponsored Identities can only be created by staff is the Registrars’ Office (this includes authorized Registrar staff in professional schools). In addition, these records will no longer be visible in the Sponsored Identity system to anyone other than Registrar staff and the Sponsored Identity Administrator. Requests are auto-approved and will not route to departments for approval.

Student and spouse should visit the student’s Registrar’s Office and request a spousal access card. The student must show a valid Student ID, the spouse shows a valid identification of some type (driver’s license or passport), as well as a marriage certificate.

Most common errors in processing a Sponsored Identity Request:

  • Choose the correct Sponsoring Department for your unit.  If your request shows the sponsoring department as “Yale University – SO” or any of the Units that appear on the initial section screen, you have not chosen the correct SO for your unit and your request will be rejected.  Refer to the Sponsored Identity Quick Guide for instructions.
  • If you are unsure what Sponsored Identity Type to use, please refer to the Sponsored Identity procedure as the definitions for each type are included.
  • If you want to check the status of a Sponsored Identity Request, go to the Reporting dropdown and choose "Search Requests." Determine what field you want to search by, type in the criteria, and click the search button.
  • If individuals are returning to Yale and already have a NetID, you will need to reactivate their existing Sponsored Identity record. If they do not have a Sponsored Identity record, you will need to create one using the exact same name (first and last) as well as date of birth for the record to link to the existing NetID the person may have had.

Learn more about Sponsored Identities:

How do I get it?

How do I create a Sponsored Identity?

  1. Review the Sponsored Identity Quick Guide, and make note of the "Most Common Errors" section above.
  2. Validate that the individual does not already have an active identity record in Workday, Banner or Sponsored Identity, as the Sponsored Identity System will automatically reject a request if another active identity exists.
  3. Enter request into the SI application.
  4. Notifications are sent to requestor and approver(s). The approvers are the Strategic Business Partner (Lead Administrator) and Business Partner (Operations Manager) for the Sponsoring Department associated with the request. All requests require approval.
  5. NetIDs are generated within 4 to 8 hours after approval. 
  6. Request PIN by entering request through the Yale ITS Service Portal.
  7. Sponsored Identities can activate their PIN through the PIN Activation Tool
  8. Request an email through the Yale ITS Service Portal
  9. If VPN access is required, please complete the VPN Exception request.
  10. When an ID Card is needed, forward the email that includes the word “Completed” to the ID Center along with the charging instructions if applicable.  It may take up to six hours, for the SI information to flow through to the ID Center system.  In addition, the ID Center may have other requirements when sending someone for an ID especially during very busy times of the year

Where can I get help?

  • For technical issues with the Sponsored Identity application, contact ITS Help Desk at 203-432-9000 or helpdesk@yale.edu.
  • To correct the date of birth for a Sponsored Identity, please send an email to helpdesk@yale.edu with subject line “Attn IAM Administrator – DOB Change needed”. Within the email Include the Sponsored Identity ID number, SI Name and correct date of birth.
  • For questions on whether this person belongs in Workday or in Sponsored Identity, contact the Employee Service Center (ESC) at 203-432-5552 or employee.services@yale.edu
  • For help navigating the Sponsored Identity System contact elizabeth.burnell@yale.edu.
  • For more information on Minors and Visiting Undergraduates and the EHS Integrator system, please refer to the Yale Environmental Health & Safety Website.
  • For more information of assistance on ID Cards please refer to the ID Center website.

Sponsored Identity

Short title: 
Sponsored Identity
Icon class: 
icon-person
Short description: 

Grants access to individuals who have valid business reasons for physical access and/or system access to Yale resources.

Yale Sponsored Identity logo

What is a Sponsored Identity?

Sponsored Identity is a category and process for granting access to individuals who have valid business reasons for physical access (ID card) and/or system access (NetID) to Yale resources, and are not a Student, Employee, Contingent Worker, Faculty, or Alumni.

The Yale ID Center will no longer accept paper forms and are requiring departments to enter all vendors, consultants, visitors, or spouses into the Sponsored Identity System.

Please note that a PIN for the NetID must be requested; it is not automatically generated.

NEW Process for Student Spouse Request effective November 16, 2017

Student Spouse Sponsored Identities can only be created by staff is the Registrars’ Office (this includes authorized Registrar staff in professional schools). In addition, these records will no longer be visible in the Sponsored Identity system to anyone other than Registrar staff and the Sponsored Identity Administrator. Requests are auto-approved and will not route to departments for approval.

Student and spouse should visit the student’s Registrar’s Office and request a spousal access card. The student must show a valid Student ID, the spouse shows a valid identification of some type (driver’s license or passport), as well as a marriage certificate.

Most common errors in processing a Sponsored Identity Request:

  • Choose the correct Sponsoring Department for your unit.  If your request shows the sponsoring department as “Yale University – SO” or any of the Units that appear on the initial section screen, you have not chosen the correct SO for your unit and your request will be rejected.  Refer to the Sponsored Identity Quick Guide for instructions.
  • If you are unsure what Sponsored Identity Type to use, please refer to the Sponsored Identity procedure as the definitions for each type are included.
  • If you want to check the status of a Sponsored Identity Request, go to the Reporting dropdown and choose "Search Requests." Determine what field you want to search by, type in the criteria, and click the search button.
  • If individuals are returning to Yale and already have a NetID, you will need to reactivate their existing Sponsored Identity record. If they do not have a Sponsored Identity record, you will need to create one using the exact same name (first and last) as well as date of birth for the record to link to the existing NetID the person may have had.

Learn more about Sponsored Identities:

How do I get it?: 

How do I create a Sponsored Identity?

  1. Review the Sponsored Identity Quick Guide, and make note of the "Most Common Errors" section above.
  2. Validate that the individual does not already have an active identity record in Workday, Banner or Sponsored Identity, as the Sponsored Identity System will automatically reject a request if another active identity exists.
  3. Enter request into the SI application.
  4. Notifications are sent to requestor and approver(s). The approvers are the Strategic Business Partner (Lead Administrator) and Business Partner (Operations Manager) for the Sponsoring Department associated with the request. All requests require approval.
  5. NetIDs are generated within 4 to 8 hours after approval. 
  6. Request PIN by entering request through the Yale ITS Service Portal.
  7. Sponsored Identities can activate their PIN through the PIN Activation Tool
  8. Request an email through the Yale ITS Service Portal
  9. If VPN access is required, please complete the VPN Exception request.
  10. When an ID Card is needed, forward the email that includes the word “Completed” to the ID Center along with the charging instructions if applicable.  It may take up to six hours, for the SI information to flow through to the ID Center system.  In addition, the ID Center may have other requirements when sending someone for an ID especially during very busy times of the year
Where can I get help?: 
  • For technical issues with the Sponsored Identity application, contact ITS Help Desk at 203-432-9000 or helpdesk@yale.edu.
  • To correct the date of birth for a Sponsored Identity, please send an email to helpdesk@yale.edu with subject line “Attn IAM Administrator – DOB Change needed”. Within the email Include the Sponsored Identity ID number, SI Name and correct date of birth.
  • For questions on whether this person belongs in Workday or in Sponsored Identity, contact the Employee Service Center (ESC) at 203-432-5552 or employee.services@yale.edu
  • For help navigating the Sponsored Identity System contact elizabeth.burnell@yale.edu.
  • For more information on Minors and Visiting Undergraduates and the EHS Integrator system, please refer to the Yale Environmental Health & Safety Website.
  • For more information of assistance on ID Cards please refer to the ID Center website.