MCommunity Sponsor System Overview
R1458 • August 2015
The MCommunity Sponsor System allows authorized U-M staff members to get uniqnames and create online identities for people who are affiliated with the university but who do not receive uniqnames and online identities through other means (such as the self-registration option provided to incoming students and regular staff).
Sponsored individuals include, for example, conference attendees, contractors, incoming faculty who need access to U-M resources before the hiring process is complete, academic affiliates, and others.
This document provides an overview of the Sponsor System, including details about uniqname types, identity types, sponsorship lengths, minimum data requirements, email notifications sent by the system, what happens when a sponsorship expires, who can reset passwords for sponsored individuals under what circumstances, and more. For step-by-step instructions for using the system, see Using the MCommunity Sponsor System Via the Web (S4356).
Quick Link: Log in to the MCommunity Sponsor System (you must be an authorized sponsorship administrator to log in)
Table of Contents
What Is MCommunity?
MCommunity is a central system that stores information about members of the U-M community that is used to grant them access to various online resources at both the university and departmental levels. It is a flexible, centralized, identity management system that U-M campuses and units can use in decentralized ways for providing access to information technology resources and services. The most visible part of MCommunity is the MCommunity Directory.
To learn more about MCommunity, see MCommunity Overview (R1457).
What Is the Sponsor System?
The Sponsor System is the part of MCommunity that is used to create uniqnames and online identities for sponsored affiliates, people who are affiliated with the university but who do not receive uniqnames by other means. Sponsored affiliates include, for example, conference attendees, contractors, incoming faculty who need access to U-M resources before the hiring process is complete, and others.
The Sponsor System allows units to sponsor people as members of the U-M community for specified periods of time. An individual may be sponsored by more than one unit.
Who Can Use It?
Authorized U-M staff members can use the system. To use the system, you must become a sponsorship administrator.
Sponsor. A U-M department or unit that sponsors creation and/or management of identities in MCommunity.
Sponsoring Authority. A person who authorizes sponsorship administrators for specified university departments. It is the responsibility of the sponsoring authority to oversee the sponsorship administrators s/he has authorized and ensure that appropriate policies and guidelines are followed. For more about sponsoring authorities, see MCommunity Sponsoring Authority Policies and Agreement (R1460).
Requester. A person in the sponsoring department who requests a sponsorship. For example, a conference organizer might request sponsorships with temporary uniqnames for a group of conference attendees, or an administrative staff member might request a sponsorship with a regular uniqname for an incoming faculty member who needs early access to online resources. In some cases, the requester might be the sponsorship administrator.
Sponsorship administrators. The people who use the MCommunity Sponsor System to set up sponsored identities and get uniqnames. For more about sponsorship administrators, see MCommunity Sponsorship Administration Policies and Agreement (R1459).
Uniqname Types—Regular and Temporary
The Sponsor System can assign regular and temporary uniqnames. See the Sponsorship Components Chart below for details about who gets what type of uniqname.
Identity Types—Strong and Weak
The identity type is determined by the amount of data collected and depends on whether the sponsored person needs a regular uniqname and a UMID. See the Sponsorship Components Chart below for details about who needs what type of identity.
Sponsorship Business Reasons
The reason for a sponsorship is defined by the relationship the sponsored individual has with the university. It also depends on whether a regular uniqname and UMID are needed.
Regular Uniqname Plus UMID
The sponsored affiliates listed below receive a regular uniqname and a UMID. They get an entry in Wolverine Access and an entry in MCommunity. They get a limited Wolverine Access self-service role that allows them to update their address, phone number, and emergency contact information; set a preferred name; and sign up for UM Emergency Alerts.
The sponsored affiliates listed below receive a regular uniqname, but they do not receive a UMID. They have a temporary entry in MCommunity, but they do not have an entry in Wolverine Access. Once the sponsorship expires, the uniqname cannot be reactivated, and computing services associated with it cannot be reinstated, because there is insufficient identity data on file to verify the person's identity. When the sponsorship expires, the entry is removed from MCommunity.
Temporary UniqnameThe sponsored guests listed below receive a temporary uniqname. When the sponsorship expires, the entry is removed from MCommunity. The uniqname is essentially disposable. If the sponsorship is allowed to expire, and the sponsored person needs access, a new temporary uniqname can be created. However, services associated with the expired uniqname cannot be reinstated and associated with the new uniqname.
Sponsorship Components Chart
* Sponsorship administrators can change the suggested (default) sponsorship length when they set up sponsorships. The maximum length is 1 year. All sponsorships are renewable as long as they have not yet expired.
What Computing Services Do Sponsored People Get?
These services are automatically provided as a result of the sponsorship process:
Access to services ends when the sponsorship expires.
Email Notices Sent By the Sponsor System
When sponsorship administrator sets up sponsorships, they can select which sponsorship and expiry email notices they want the Sponsor System to send.
Confirmation of Sponsorship
Email notices confirming that the sponsorship has been created and providing the uniqname (but not the password) can be sent. Sponsorship administrators can select which of the following people receive a confirmation email:
IMPORTANT! The only place that the sponsored person's UMICH password is displayed is on the Sponsor System screen at the end of the sponsorship creation process. It is the sponsorship administrator's responsibility to note the password and convey it in a secure manner to either the requester or the sponsored individual.
See Appendix: Sample Email Notifications below for the text of the messages.
Expiry Warning Notices
Email notices that warn when a sponsorship will expire can be sent. Sponsorship administrators can select which of the following people receive an automated sponsorship expiry warning email, as well as whether the emails should be sent two weeks or 45 days before the sponsorship is to expire:
Sponsorship administrators can change when and to whom expiry warning emails are sent by editing sponsorships.
See Appendix: Sample Email Notifications below for the text of the messages.
All sponsorships have a start date and an expiry date. They expire on the expiry date. The maximum sponsorship duration is one year. However, sponsorship administrators can renew sponsorships as often as needed—as long as they have not yet expired.
What happens on expiry depends on the identity type—strong or weak. If a person has multiple sponsorships, the expiry process happens when the last sponsorship ends.
When Sponsorships with STRONG Identities Expire
Includes contractors, academic affiliates, and others. These sponsorships require enough identity information to create an entry in Wolverine Access.
On the Expiry Date (at the very end of the day):
NOTE: If a sponsored person with a strong identity becomes an employee or student, their uniqname and any associated ITS computing services will continue, even after their sponsorship expires, because of their new affiliation.
When Sponsorships with WEAK Identities Expire
Includes long-term guests, conference/program participants (including summer campers), and short-term guests. These sponsorships require minimal identity information and do not result in an Wolverine Access entry.
On the Expiry Date (at the very end of the day):
Tips For Managing Sponsorship Expiry
Password Resets for Sponsored Individuals
Sponsored individuals can change their own UMICH passwords using the same password changing page (login required) used by all other members of the university community.
Regular Uniqnames, Strong Identities
Sponsored individuals with regular uniqnames and strong identities who forget their UMICH passwords must phone the ITS Service Center to have their passwords reset. There is enough information in MCommunity about these people for the Service Center to verify their identity over the phone or in person—and therefore to reset their passwords for them.
This includes contractors, incoming faculty/staff, temporary staff, academic affiliates, and others.
Regular or Temporary Uniqnames, Weak Identities
Sponsored individuals with regular or temporary uniqnames and weak identities must go through their requester (the person who requested their sponsorship) for password resets. The requester can ask either a departmental sponsorship administrator or the ITS Service Center to do the actual password resetting, but it is the responsibility of the requester or departmental sponsorship administrator to verify the sponsored individual's identity and get the reset password to that person in a secure manner.
This includes long-term guests, conference/program participants, and other short-term guests.
Transitioning Between Sponsorship and Identity Types
You cannot change the business reason for a sponsorship after the sponsorship has been set up. You cannot, for example, change a contractor to an incoming staff member. However, you can add a new sponsorship with a different business reason (with some limitations depending on the uniqname type). An individual can have multiple sponsorships with different start and expiry dates. See Adding Sponsorships to an Already-Sponsored Person in Using the MCommunity Sponsor System Via the Web (S4356) for instructions.
Sponsorships with Temporary Uniqnames
Sponsored people with temporary uniqnames can only have additional sponsorships that also use temporary uniqnames. If you want to create a sponsorship with a regular uniqname for a person who currently has a temporary uniqname, you must create a new sponsored identity—and uniqname—for the person. You can allow the sponsored identity with the temporary uniqname to expire on its own, or you can edit it to make it expire early if you wish.
Sponsorships with Regular Uniqnames
Sponsored people with regular uniqnames can only have additional sponsorships that also use regular uniqnames. Adding a sponsorship that results in a strong identity to the entry for a sponsored person whose current sponsorship has a weak identity (that is, a long-term guest), is problematic because of issues regarding the assignment of a UMID. It may not be possible for the person to keep the same uniqname under these circumstances. Please contact the ITS Service Center for assistance in such cases.
Some sponsored people, such as incoming faculty members, will transition from being sponsored to being regular members of the university community who are included in one of the authoritative data feeds, such as the feed of employee data from Wolverine Access.
MCommunity will reconcile the information from Wolverine Access with that in the Sponsor System and allow the person to keep the uniqname she or he is using—as long as there is enough identity information in the Sponsor System to match the two records. It is essential that enough identity data for a strong identity be provided for persons who will make this transition.
Visit ITS's Information System to obtain ITS computer documentation and other resources. A list of relevant documents follows:
The ITS Service Center provides a variety of computing help resources.
For further help with this or any other topic, call 734-764-HELP  or submit an online service request.
Please direct questions about the MCommunity Project to the MCommunity leads at MCommunity.Leads@umich.edu.
Appendix: Sample Email Notifications
Confirmation to Sponsored Individual
NOTE: email notifications are not sent to people sponsored using file import.
To: sponsored person (at the non-UMICH address entered in the sponsorship)
Reply-to: (the requester for the sponsorship)
Subject: Your U-M uniqname and password
You are now a sponsored member of the University of Michigan community. You may use the uniqname below, in conjunction with a password, to log in to the U-M computing services and resources that your sponsoring department has authorized you to use.
If you do not already have a password, the sponsoring department will contact you and provide you with one. If you have forgotten your password or it no longer works, please contact the ITS Service Center.
Sponsorship Start Date: Month DD, YYYY
You can change your password at the Password Change page.
By using the University's technology services, you agree to follow U-M information technology policies and guidelines for responsible use. Inappropriate use of U-M technology resources may result in termination of access, disciplinary review, expulsion from the University, termination of employment, legal action or other disciplinary action. For information about responsible and appropriate use, see http://cio.umich.edu/policy/
If you have questions about your sponsorship or your uniqname and password, you can contact the ITS Service Center.
(This is an automated message sent by the University of Michigan MCommunity Sponsor System to inform you of your U-M sponsorship and your uniqname and password.)
Email Confirmation to Requester
Reply-to: ITS Service Center (email@example.com)
Subject: MCommunity Sponsorship(s) Created
The sponsorship(s) below has/have been created in the MCommunity Sponsor System at your request:
Sponsorship Start Date: Month DD, YYYY
Sponsored People: Full Name, uniqname
If you have questions about this or need any changes made, please contact the sponsorship administrator listed above. You can also contact the ITS Service Center.
All sponsored people receive secure MWireless access and a Google Apps UMICH account at no charge. Sponsored individuals also receive a profile in the MCommunity Directory and an Active Directory UMROOT account. These are set up automatically and, in most cases, will be available shortly after you receive this confirmation message.
If you need additional computing services set up for the sponsored individual(s), please contact the ITS Service Center. You can use the Computing Services for Sponsored Persons Request Form, which is available on the web, to request services.
(This is an automated message sent by the University of Michigan MCommunity Sponsor System to confirm sponsorship creation.)
Email Notice of Sponsorship Expiration (sent to those selected by the sponsorship administrator)
To: People selected by the sponsorship administrator
Reply to: ITS Service Center (firstname.lastname@example.org)
Subject: MCommunity Sponsorship(s) to Expire Soon
The MCommunity sponsorship(s) listed below will expire soon.
Unless these sponsored individuals have other active sponsorships or have become members of the U-M community (faculty, staff, or student), they will lose the ability to use their uniqname and password, as well as their Google Apps UMICH and Active Directory UMROOT account, when the sponsorship(s) expires.
To prevent a disruption in service and loss of data stored in Google UMICH, sponsorships must be extended before they expire. Sponsorships can be extended by the sponsorship administrator for your department and by the ITS Service Center.
Sponsoring Department: [Name of department]
Sponsorships expiring [expiry date]:
(This is an automated message sent by the University of Michigan MCommunity Sponsor System to inform you about sponsorships that will expire soon.)