Sponsored ID FAQ

Top Frequently asked questions:

  1.  Why did the request process change?
  2. How early before my affiliates expire should I request their Sponsored ID?
  3. The Sponsored ID form asks for a sponsor name. Can this be the same person who fills out the form?
  4. I'm having trouble accessing the form.
  5. How does the service approval process work?
  6. How long will approval take?
  7. How will I find out when my ID is ready?
  8. Retyping all the information on this form is so much work. Will it ever get easier?
  9. If I check off the ID card service, will my affiliate automatically have access to the building?
  10. If I check off the "Network Access (Wireless, VPN, Electronic Services, Printing, Shared Drives etc.)" service, will my affiliate automatically have access to my department's files?
  11. How will I know when my affiliates need to be renewed?
  12. What if a service owner denies my request for their service?
  13. Who is able to submit Sponsored ID Requests?
  14. Who is able to request affiliates on behalf of a department?
  15. I'm not sure what my affiliate had access to. What services should I request now as a Sponsored ID?
  16. Do I need to get a new Brown ID when I get renewed as a Sponsored ID?

 

Why did the request process change?

We are currently upgrading the system that tracks our electronic identities and what services they can access. During this upgrade, we found many inconsistencies in the use of affiliate types that Sponsors were requesting. Our new system allows requestors to choose what services a Sponsored ID receives, which is more flexible. Back to contents

How early before my affiliates expire should I request their Sponsored ID?

You can request an affiliate up to 30 days in advance of their expiration. The form asks for a start and end date, so you can simply write their expiration date in the start date. Back to contents

The Sponsored ID form asks for a sponsor name. Can this be the same person who fills out the form?

Sure - you can certainly list yourself as the sponsor. Back to contents

I'm having trouble accessing the form.

Make sure you are logged in with your Brown Google account. You will not be able to access the form if you are logged into a personal Gmail account. Back to contents

How does the service approval process work?

Once you submit your Sponsored ID request, the request is routed electronically to the Brown Card office. If services requiring approval have been requested, your request will be electronically routed to either the library, CIS or both. The library and CIS will review the request and notify the requester if the service request has been denied. Either way, the library or CIS will electronically notify the Brown Card office regarding the services requested and the identities will be created. Back to contents

How long will approval take?

No services which require approval - up to 2 business days
Services requiring approval - up to 4 business days Back to contents

How will I find out when my ID is ready?

The person who requested the ID  will receive an email when the identity has been entered in the system. The recipient of the ID can pick up their ID from the Card Office in one business day following the email notification. Back to contents

Retyping all the information on this form is so much work. Will it ever get easier?

We hope so! The form is just temporary - this workflow will eventually be completed in Brown's new system for identity management. Back to contents

If I check off the ID card service, will my affiliate automatically have access to the building?

No - you must request that access separately. Request process differs based on your building and department - if you’re not sure, check with your department head. Back to contents

If I check off the "Network Access (Wireless, VPN, Electronic Services, Printing, Shared Drives etc.)" service, will my affiliate automatically have access to my department's files?

No, you must request access separately. To add someone to an existing share, contact your departmental computing representative, who can either make the change or create a ticket for the Help Desk.  Back to contents
 

How will I know when my affiliates need to be renewed?

Every month, the department manager will receive a list of all affiliates in the department, ordered by expiration date. They can be renewed up to 30 days in advance. Back to contents

What if a service owner denies my request for their service?

You should escalate the request up the chain in your department and have the head of your department make the justification on your behalf. They should negotiate with the service owner (not the card office). Back to contents

Who is able to submit Sponsored ID Requests?

A small list of designated identity administrators, usually between one and three for each department. This usually includes the department chair and manager.  Back to contents

Who is able to request affiliates on behalf of a department?

A “Department Identity Administrator” - usually this includes the department chair and manager. If someone needs to be removed from / added to this role, they can fill out an access request and choose "Department Identity Administrator" from the Requested Access menu. Back to contents

I'm not sure what my affiliate had access to. What services should I request now as a Sponsored ID?

If you are renewing a Sponsored ID for the first time using the new form, our guide to Legacy Types and Services describes what services were available to each legacy type to help you determine what services to request for them so they can continue to access necessary services at Brown.

If you are renewing an existing Sponsored ID, we encourage you to keep track of the services you requested when you first submitted the form - a good way to do this is by checking the “Send me a copy of my responses” box at the bottom of the form and filing the email so you can find it during renewal. If you do not have the email and have questions about the current services of a Sponsored ID, you can contact the Brown Card Office.

If you do not re-select a service when renewing a Sponsored ID, the Sponsored ID will  lose access to that service. For example, if you originally requested a Sponsored ID with a Google Apps email account, and you do not check the Google Apps box during your renewal, they will lose access to their email. Back to contents

 

Do I need to get a new Brown ID when I get renewed as a Sponsored ID?

No - the Brown ID will have a printed expiration date on the card, but does not affect the functionality. If you have any concerns about the printed expiration date and feel that it will may hinder services such as library entry, shuttle use, etc, you can get a new Brown ID Back to contents