Identity & Access / Guide: Sponsored accounts (Courtesy, Contingent, Community, Entity)

Overview

• At Miami, systems and services are accessed by logging into a Miami account, and thanks to the interoperability of our access management systems, users are given access based on their status with the University. Access is granted based on who is logging in and what their role is at Miami
• Student, faculty, and staff accounts are automatically created when the corresponding relationship with Miami is established. However, business processes sometimes require different kinds of sponsored accounts, namely: courtesy, contingent, community, and entity accounts

Guide: Supported Services

The purpose of this guide is to provide assistance to business process managers when choosing what type of account to request for a newly hired employee.

Consider what services a new person will need to access, and see the following matrix for guidance. 

Below, find a general description of each account and when it would best be used, along with instructions on how to request these accounts. (Skip to account descriptions.)

 

Matrix Key

✓: The system is supported by the indicated account type.
N/S: The system is not supported.
Optional: System can be supported by request.

Account Types and Request Instructions

Community

Community accounts are given to individuals who are not affiliated with Miami but require authentication access to some Miami services. A key example of this type of account would be a group of employees who are technically employed by the same vendor but need access to Miami resources (such as dining services employees). Community accounts are organized by cohort, with all members of a community cohort given access to the same services. These cohorts are built by request. An individual may be a member of multiple community cohorts.

Limitations to keep in mind when considering a community account:

• Community account members do not have Banner records
• Community account members are not given Miami Gmail / Google Apps accounts
• Community accounts may be manually added to Active Directory groups via DAM (Directory Accounts Manager), but may not be added to rule-based groups or Google Apps groups
• Systems relying on user data beyond that provided during authentication require additional integration which is outside the scope of community accounts

Community Account Engagement Guide

 

Courtesy

Courtesy accounts are given to people associated with Miami but are not currently explicitly associated with the University with one of the primary affiliations (faculty, staff, or student). This can apply to:

• Vendors and representatives from outside organizations
• Contractors and independent service providers doing work with Miami departments
• Graduate students no longer enrolled in courses but still working toward their degree via research projects or dissertation work

Faculty and staff members can request that courtesy accounts be set up for these individuals. Courtesy accounts are originally set to last for one year, but can be extended by the requester for legitimate business purposes. Duo MFA is required for courtesy accounts.

Request a courtesy account.

 

Contingent

Contingent worker accounts are granted to individuals who need access to certain services but are not considered university employees. In addition to our standard computing resources (e.g., Google Workspace, myMiami, access to Wi-Fi, etc.), a Contingent Worker affiliation can be associated with a Workday account to allow access to that service. So, contingent worker accounts should be used for those individuals who need Workday access — as opposed to the previously mentioned courtesy account, which does not provide Workday access.

 

Entity

Entity accounts are for groups of people and are not given to individuals. Having a central account for email and Google Drive can provide an official method of communication from a University organization; this can also help facilitate membership transitions as people join and leave the group. Some examples may include: 

• Student organizations
• University departments
• Staff affiliation groups

To request an entity account, at least two real Miami-affiliated people need to be associated with the account: These are the "primary" and "secondary" trustees. Primary trustees need to be a faculty or staff member at Miami. For student organizations, the primary trustee is often the sponsoring advisor. The secondary trustee can be a student officer in the organization.

Entity accounts can be one of two options:

• Account that routes to its own mailbox (accounts with their own mailbox will also have an associated calendar)
• Account that routes to an existing mailbox (as a forwarding address)

Please note that we encourage the use of delegated access to Entity account mailboxes, as opposed to logging into the Entity account directly. Use delegated access where applicable.

Request an entity account.