Requesting a NEOMED Guest Account

Overview of process of requesting a NEOMED Guest Account and the types of Guest Accounts that can be requested.

Overview

A NEOMED Guest Account allows individuals associated with the university to gain access to NEOMED resources. Examples of individuals that may need a NEOMED Guest Account could include, but not be limited to: visiting scholars, vendors, or other individuals that may be affiliated with the university but are not paid through the University's payroll system. Access to NEOMED resources can include network access, library access, email, Canvas, and other academic or administrative services as deemed appropriate. Requests for a NEOMED Guest Account can be initiated and sponsored by current NEOMED faculty or staff members and exist for up to one year with the option to regularly renew. Renewal notices are sent automatically to the faculty or staff member Sponsor two (2) weeks prior to the account expiration date.

Table of Contents

1. NEOMED Guest Accounts
   1. Guest account requests
   2. Guest account renewals
2. Types of Guest Accounts
   1. Desktop vs. web-based Microsoft 365 applications

NEOMED Guest Accounts

The sponsoring NEOMED faculty or staff member needs to complete the Request a NEOMED Guest Account form. 

In order to create a NEOMED Guest Account, the Sponsoring NEOMED faculty or staff member will need to acknowledge and agree to the Sponsor and Guest Responsibilities, as part of the Request a NEOMED Guest Account form.

Guest Account Requests

For a Guest Account Request, you will need to provide:

• The Sponsor name
• The first and last name of the guest
• The birth year of the guest
  • Note: Birth year is not required if the guest does not wish to provide it. A generic date can be provided instead.
• Third-party/personal email address of the guest
• The end date of your guest's stay at NEOMED, up to a maximum of one year (Guest Accounts can be renewed)
• The Guest Account Type: basic, standard, or premium (more information about each account type can be found below)
  • If you select the Standard account, you will be asked if the Guest Account is for an affiliated faculty member. 
  • If you select Premium account, you will asked to indicate why your guest needs a premium account to fulfill their job duties.
• Any additional comments or questions
  • Note: Please do not provide any personal information such as passport or driver's license information at any point in your request.

Note: If you would like to request multiple Guest Accounts at the same time, please download and complete the Bulk Guest Account Excel sheet and email it to the IT Help Desk with the subject line reading "Bulk NEOMED Guest Account Request".

Guest Account Renewals

For a Guest Account Renewal, you will need to provide:

• The Sponsor name
• The guest NEOMED username
• The first and last name of the guest
• The end date of your guest's stay at NEOMED, up to a maximum of one year
• Any additional comments or questions
  • Note: Please do not provide any personal information such as passport or driver's license information at any point in your request.

Types of Guest Accounts 

Access to university resources is dependent upon the Guest Account type as outlined below. On the Request a NEOMED Guest Account form you will be required to indicate what type of Guest Account you are requesting.

Account Type	Typical Audience	Access to Resource
Basic	Guests who need: A NEOMED account	NEOMED account (NEOMED email address) and password
Standard	Guests who need: Access to email, University campus facility, Canvas, and/or Web-based Microsoft 365 applications.  Note: This is the most common type of Guest Account and often used for affiliated faculty, etc.	NEOMED ID badge  NEOMED account (NEOMED email address) and password  Microsoft 365 web-based applications like Word Online, Excel Online, PowerPoint Online, Teams, etc. (Project and Vizio not included). While you cannot download these applications to your computer, you can access them online via a web browser and save your documents in OneDrive. OneDrive (Guests can collaborate on shared documents, provided they are shared via a web link, and not as an attachment.) Canvas – as needed  (Note:  Please specify if user access to Canvas is desired.  After account creation, the account will need to be manually added to the course by the instructor.)
Premium	Guests who need: Microsoft 365 desktop applications, in addition to what is provided in the Standard Guest Account as outlined above.   Due to the cost associated with this level of Microsoft license, premium Guest Accounts will only be granted to those individuals that need this type of account to perform their job duties. Most Guest Account needs can be fulfilled using the Standard Guest Account. Costs may be charged for these license requests.	NEOMED ID badge  NEOMED account (NEOMED email address) and password  Microsoft 365 desktop-based applications like Word, Excel, PowerPoint, Teams, etc. (Project and Vizio not included).  This license permits you to download these applications on your computer. OneDrive   Microsoft 365 web-based applications  Canvas - as needed  (Note:  Please specify if user access to Canvas is desired.  After account creation, the account will need to be manually added to the course by the instructor.)

*Note: An NEOMED University account (NEOMED ID or email address and password) is not required to connect to the Guest Wi-Fi network.

Additional account access upon request:

• VPN: VPN access is available upon request with legitimate need and approval by IT

Desktop vs. Web-based Microsoft 365 applications

Microsoft 365 web-based applications meet most users' needs. However, there are some differences in functionality:

• The online version of Word does not support mail merge, Visual Basic for Applications and Forms scripts, SmartArt, or captions.
• The online version of Excel does not offer Visual Basic for Applications and Forms scripts, "What if" analysis tools, external references, workbook protection, or slicer and timeline filters.
• When utilizing web-based applications, your files are stored in OneDrive, and not locally on your computer.