Accounts
When someone joins CU Boulder, OIT automatically provisions them with an IdentiKey and, depending on their role, a CU Boulder email account, Microsoft 365 license, Google Workspace account and other services either automatically or upon request.
When a user's role changes, their access to IT services is adjusted to align with their new eligibility. If their new role entitles them to fewer services than their previous one, there will typically be a grace period before they lose access.
Eligibility
Each role at CU Boulder experiences a slightly different process for provisioning, eligibility adjustments and deprovisioning. Follow the links below or in the right sidebar for details.
| Campus Role | Description | Microsoft 365 Services | Additional Services |
|---|---|---|---|
| Employee | Faculty, emeritus, university staff, classified staff, working retirees (faculty, staff or research faculty), people with a POI Type D designation, non-CU student staff | CU Boulder email, Microsoft 365 Online, Microsoft OneDrive, Microsoft 365 desktop apps | Employee portals, Google Workspace, Google Drive, Microsoft Teams Calls, VPN service |
| Student* | Confirmed new students, enrolled students, students on an official leave of absence | CU Boulder email, Microsoft 365 Online, Microsoft OneDrive, Microsoft 365 desktop apps | Buff Portal, Google Workspace, Google Drive, VPN service |
| Non-Payroll (Limited) | Unpaid faculty, people with a POI Type C designation, sponsored affiliates | CU Boulder email, Microsoft 365 Online, Microsoft OneDrive | Google Workspace, Google Drive, VPN service |
| Alum | Alumni, sponsored email-only affiliates | CU Boulder email | Buff Portal |
| Retiree | Retirees | CU Boulder email | Employee portals** |
| Former Employee or Student | Former students, former employees, former non-payroll affiliates, former sponsored affiliates | None | Buff Portal (former students only) |
| Currently Ineligible | Applicants; admitted students; trainees; people on a fellowship; people receiving stipends; people with a POI designation other than Type C or D; surviving spouses of faculty and university staff who participated in the University 401(a) Plan | None | None |
*Eligible students include undergraduate students, graduate students, CU Boulder Online students, Continuing Education students (credit and noncredit) and auditors. Some exceptions apply.
**Retirees who select their annual benefits through CU's open enrollment process will retain access to the employee portal as long as their IdentiKey credentials remain active.
About "Limited" Microsoft Licenses
If you receive an email from OIT stating that your Microsoft license will be changed to a "limited" faculty/staff license, this indicates that OIT is reevaluating your eligibility for IT services based on your current role.
Refer to the information below to determine how your Microsoft 365 services and the other services discussed above will change based on OIT's review of your current eligibility.
If you're changed from an employee license to a limited faculty/staff license
| Original License | New License | Services Retained | Services Adjusted | Services Discontinued |
|---|---|---|---|---|
| Employee | Limited faculty/staff | IdentiKey, Microsoft 365 Online, VPN service | CU Boulder email storage reduced to 50GB, Microsoft OneDrive storage reduced to 100GB | Microsoft 365 desktop apps, Google Workspace, Google Drive storage, Microsoft Teams Calls, phone extension |
If you're changed from a student license to a limited faculty/staff license
| Original License | New License | Services Retained | Services Adjusted | Services Discontinued |
|---|---|---|---|---|
| Student | Limited faculty/staff | IdentiKey, Buff Portal, Microsoft 365 Online, VPN service | CU Boulder email storage reduced to 50GB, Microsoft OneDrive storage reduced to 100GB | Microsoft 365 desktop apps, Google Workspace, Google Drive storage |