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 License Adjustments
If you receive an email from OIT stating that your eligibility has changed and your Microsoft license is being adjusted, this could be due to:
- a recent role change
- a previous role change that OIT didn't fully address at the time
- a change to OIT's eligibility policies
If your new Microsoft license entitles you to fewer services than your previous one, you can expect your other IT services to be adjusted accordingly. To learn more, see the "Reevaluations of your eligibility" subsection for your previous license type: employee or student.
News & Updates
- May 13, 2025: "Automation of Microsoft license adjustments" (OIT news)