Non-Employee Access to Common IT Services

non-employee-access non-employee-access
Quick Links:  Overview  -  Types of Access Needed  -  FAQs  -  IT Policies  -  Support 

Overview

Collaborating with non-employees often requires granting them access to University of Miami information technology (IT) services. This site helps you determine what access they need and guides you through the steps to properly provide it.

Non-employees may include:

  • Affiliates
  • Consultants
  • Faculty/Retirees
  • Jackson Residents
  • Researchers
  • Vendor/Contractors
  • Volunteers

On this site, you'll find guidance on how to grant access based on the non-employee’s role and specific IT service needs.

Types of Access Needed

Below are common IT services non-employees may need. Explore the categories to learn common use cases and how to provide access.

Quick Links:  Application Access – Collaboration and File Sharing – Communication and Meetings –
Networking – Task Management – University Mailbox

Application Access

Sometimes non-employees need access to specific software or online platforms to carry out University of Miami tasks.

Common Scenarios:

  • Ability to complete Microsoft Forms or surveys
  • Access to basic Office suite tools (e.g., Word, Excel, PowerPoint)
  • Access to specialized applications, like IBIS
  • View a Power BI report or dashboard

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Collaboration and File Sharing

When collaborating with non-employees, sharing and working on University of Miami files is often necessary.

Common Scenarios:

  • Access internal files
  • Access to a Microsoft Teams channel/Teams space
  • Access to a SharePoint site
  • Editing shared Office files
  • Sharing Box files and folders
  • Sharing OneDrive files

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Communication and Meetings

Non-employees may need to join meetings or receive important messages while working with the University.

Common Scenarios:

  • Access a shared mailbox
  • Join Microsoft Teams meetings
  • Receive automated alerts
  • Receive meeting invites

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  • How to Grant Non-Employees Access

    • Access a shared mailbox:
      • Submit a General Request on ServiceNow requesting the non-employee's Login ID be mail-enabled.
      • Once mail-enabled, the UM employee can grant access using one of the following methods:
        • Using the Departmental Mailbox Admin Website:
        • Using the ServiceNow Departmental Mailbox Request Form:
          • Open the Departmental Mailbox Request form on ServiceNow.
          • Select Mailbox Permission.
          • Provide the shared mailbox's email address and the non-employee's information.
    • Join Microsoft Teams meetings:
      • Invite the non-employee to the meeting using their external email address.
      • For more information, see Microsoft's documentation.
    • Receive automated alerts:
      • Add the non-employee's external email address to the notifications list.
    • Receive meeting invites:
      • Invite the non-employee to the meeting using their external email address.

Networking

Depending on their role, non-employees may require access to University network resources.

Common Scenarios:

  • Access from an external computer to a computer on the University's internal network
  • Access to the University's secured wired/wireless networkJoin Microsoft Teams meetings

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Task Management

When non-employees are part of our University of Miami processes, they may need access to tools for workflows and task management.

Common Scenarios:

  • Access a Microsoft Planner board or Planner tasks
  • Access a workflow or Power Automate flows
  • Collaborate on project trackers

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University Mailbox

Some non-employees may need a University of Miami (UM) email address if they're acting in an official role on behalf of the University (e.g., Jackson Residents, affiliates, volunteers).

Considerations Before Requesting a University Mailbox

Requesting a UM mailbox is like handing someone a University of Miami business card. It shows they officially represent the University. When they send emails from an @miami.edu address, others will assume they're speaking on behalf of the University.

Only request a UM mailbox when the non-employee truly needs to represent the University in an official capacity.

If they are managing a University program or communicating on UM's behalf, a UM email is appropriate. If they're simply assisting with tasks or working independently, their external email is usually enough.

Important: Before requesting a UM mailbox, consider the following:

  • Will the non-employee officially represent the University of Miami?
  • Could the non-employee use their own external email address?
  • Could a departmental mailbox be used instead of a personal UM mailbox?
  • What part of the non-employee’s work specifically requires a UM mailbox?

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FAQs

This section aims to answer your questions regarding when and how to request IT services access for non-employees. (If you have any additional questions, please contact the IT Service Desk.)

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  • Who is considered a non-employee?

    Non-employees include affiliates, consultants, faculty/retirees, Jackson Residents, researchers, vendors/contractors, and volunteers.

  • Can non-employees be granted access to Microsoft 365 services with their external address?

    Yes, in many cases, non-employees can be granted access to various Microsoft 365 services using their external email addresses.

    For detailed instructions on how to grant access to specific Microsoft 365 services for non-employees using their external email addresses, please refer to the relevant sections on this site, such as Application Access, Collaboration and File Sharing, and Task Management. Each section provides specific guidance based on the type of access needed.

  • What should I consider before requesting a University mailbox for a non-employee?

    Before requesting a UM mailbox for a non-employee, remember that a University of Miami email address represents an official connection and implies University support to anyone receiving communication from it. Only request a UM mailbox if this level of official representation is necessary.

    With that in mind, consider the following:

    • Will the non-employee be acting on behalf of the University or as an agent of the University?
    • Could the non-employee's needs be met using their existing external email address?
    • Could a departmental mailbox be used instead of a personal UM mailbox?
    • What specific functions or tasks require a UM mailbox and cannot be done using the non-employee’s external email address?

IT Policies

Clear guidelines for email use help maintain a secure and productive University environment. You can find our official IT policies on acceptable email practices below:

Support

Have additional questions? Please contact the IT Service Desk.

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