The Sponsored ID program provides limited access and services to approved Brown University partners, collaborators and vendors, who do not otherwise receive access to Brown University resources or formal Brown University credentials. This Sponsored ID Management Policy (Policy) defines requirements for requesting and management of Sponsored ID identities.

This policy applies to faculty and staff who request, Sponsor, or manage Sponsored IDs. Specifically, this includes:

• All faculty and staff who are Sponsors of Sponsored IDs;
• Departmental Identity Administrators (DIAs) who request Sponsored IDs;
• The Brown Card Office (BCO) who is responsible for processing Sponsored IDs;
• The Office of Information Technology (OIT) who is responsible for maintaining Sponsored ID data; and
• Service Owners for the services provided to Sponsored IDs.

In addition, this policy applies to those people who access Brown services through a Sponsored ID.

For the purpose of this policy, the terms below have the following definitions:

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure compliance with it.

Sponsored ID Holder:

• Provide adequate identification information including: First and last name, address, personal email address, date of birth, and phone number.
• Identify to the Sponsor if there is a previous relationship with the University.
• Agree to all applicable University policies, procedures, and rules.

Sponsor:

• Supply required identifying information for the Sponsored ID Candidate to the DIA as well as information about any prior relationships to the University.
• Request only those services which are required for the Sponsored ID Candidate’s support of the University’s mission.
• Accept responsibility for the Sponsored ID Holder’s use of University services.
• Notify the DIA at the time of Sponsored ID renewal to affirm that the Sponsored ID Holder should be renewed or have services terminated.
• Notify the DIA immediately if the Sponsored ID Holder no longer requires previously requested services for the support of the University’s mission and reclaim the Brown ID card when one has been  issued to the Sponsored ID Holder.

Departmental Identity Administrator (DIA):

• Provide complete and accurate information regarding each Sponsored ID request.
• Process terminations, extensions and service modifications promptly.
• When a Sponsor of a Sponsored ID Holder terminates employment with the University, promptly name a new Sponsor for the Sponsored ID.
• Promptly respond to annual renewal requests.
• Successfully complete annual certification and training process.

Brown Card Office:

• Review and process Sponsored ID requests.
• Perform matching analysis to avoid generation of duplicate identities.
• Process terminations.

Office of Information Technology:

• When a DIA leaves the University, promptly remove the DIA’s access to the Sponsored ID request form and assign all active requests for the department to another assigned DIA.
• Perform quarterly audits of Sponsored ID Holders and Sponsors to identify any anomalies including, but not limited to, invalid expiration dates duplicate identity records and ineligible Sponsors.
• Perform annual certification and training process for DIAs.

Service Owners:

• Evaluate service requests and approve or deny requests promptly.
• Honor licensing agreements when granting services.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures, or for non-employees may result in the suspension or revocation of the third party’s relationship with the University.

Discipline includes but is not limited to the following:

• For Sponsored ID Holders - termination of Sponsored ID credentials;
• For Departmental Identity Administrators - revocation of privileges to request and manage Sponsored IDs; or
• For Sponsors – Revocation of privilege to sponsor Sponsored IDs.

Individuals are also subject to federal, state, and local laws governing many interactions that occur on the Internet. These policies and laws are subject to change as state and federal laws develop and change.

Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.