When do new employees receive a NetID?
A Northwestern NetID is automatically created for a new employee once the hire is processed by HR. Hires may be submitted in one of three ways:
- HR Talent Acquisition or Operations processes the hire for a regular staff employee or sourced temp (requires the employee to submit all onboarding paperwork to Talent Acquisition)
- A department submits a Position Data/Appointment Form and Personal Data Form to HR Operations for a new faculty, graduate student, research, or affiliate appointment
- A department submits a Personal Data From to HR Operations for a temporary or work-study student employee
Within three hours after the hire is processed by HR Operations, the hiring department's NetID Coordinator will receive an email that must be forwarded to the employee; this email contains an activation code and instructions for setting up the NetID.
NetIDs are assigned regardless of the employee's start date, which may lead to a future employee receiving their NetID, email address, and associated system access prior to their start on campus. If this is not desirable, the hire paperwork should be submitted closer to the start date of the employee, or the department's NetID Coordinator can simply wait to forward the activation email.
Note: Individuals paid via Special Pay are not assigned NetIDs.
Who is your NetID Coordinator?
To see your department's current NetID Coordinator, ask a myHR administrator in your department or review the latest Department List online.
Your NetID Coordinator can be updated directly by any myHR administrator. For more information, contact myHR Help at 847-467-4800 or myHRhelp@northwestern.edu.
How do I avoid an employee receiving two NetIDs?
If you submit paperwork for an enrolled student or active employee, a new NetID will not be created; the student or employee should continue using their current NetID.
If the individual currently has a manually-created affiliate NetID, HR Operations must be notified prior to submitting the hire paperwork. If notified in advance, a duplicate NetID can be avoided.
Do not submit a separate NetID request to the Northwestern IT Support Center or to your local IT administrator. This will cause the employee to receive a duplicate NetID when the hire paperwork is processed.
Where can I learn more?
For more information about NetIDs, see the Northwestern IT website.