Sponsorship Manager

Login to Sponsorship Manager

Release notes

In this page

Overview

Sponsored services

Service contract

Sponsor's responsibilities

Rates, billing and reimbursement

Related pages

IMAP email services

Approval authority in Oracle Financials

• Administrative Systems
• MaIS
• Applications
• Sponsorship

Sponsorship

Overview

Faculty or staff may sponsor someone for computing services, as long as the person to be sponsored meets basic eligibility requirements. Some sponsored services or resources carry a monthly charge, for which the sponsor must provide a PTA. Other services are free.

Who can sponsor?

• Paid services: The sponsor must have requisitions authority in Oracle Financials, and provide a PTA for billing
  • the specific authority required is Approvals - Requisitions
  • this authority must be active - that is, the sponsor has completed all prerequisites and is able to actually approve requisitions in OF
• Free services: The sponsor must be regular (not temporary or casual) faculty or staff

Read more about the sponsor's responsibilities...

Who can be sponsored?

Anyone with a SUNet ID can technically be sponsored for a service. The sponsorship will only be active, however, if the person is not otherwise eligible for the same service via his or her status at the University.

For example:

• Student Pat is University-eligible for a full-service SUNet ID, just by virtue of being an active student.
• Professor Jean sponsors Pat for a full-service SUNet ID. The sponsorship is not activated because Pat is University-eligible for the same service. No charges accrue.
• Pat graduates, and is now University-eligible only for base-level service.
• Jean's sponsorship kicks in, and Pat maintains full SUNet ID service. The PTA Jean provided is now charged monthly for the sponsored service.

Read more about eligibility for specific services...

Sponsorship Manager [log in] is a web application that allows:

• anyone with a SUNet ID to view sponsorship information  
• faculty or staff to sponsor individuals or accounts for services

You can review the list of services you currently sponsor by logging into Sponsorship Manager and clicking the "Services I've sponsored" link.

Sponsored services

Account (SUNet ID, email)

A sponsored SUNet ID is available to anyone who is not part of the internal Stanford community (students, faculty, staff) as long as this person will be using these computing resources in support of legitimate University work. SUNet IDs may be sponsored for contractors and consultants, temporary staff, visiting faculty, and others.

• A person may have only one SUNet ID, through either sponsorship or University eligibility. It's possible (though unnecessary) to sponsor a University-eligible person's SUNet ID; simply, no charges will accrue to the sponsor's PTA until the sponsored person's University-eligible status ends. Note that not all services available to University-eligible SUNet IDs are available to sponsored SUNet IDs.
• If a person has no University eligibility, sponsorship is required to activate the SUNet ID services.
  1. the individual requests a SUNet ID
  2. internal processing makes the SUNet ID available for sponsorship (wait approximately 24 hours)
  3. the sponsor activates the SUNet ID by sponsoring the person for full or base level SUNet ID service
• If the "full" service level is sponsored, a monthly fee will be billed to the PTA provided by the sponsor.
  The sponsor must have requisitions authority for the PTA in Oracle Financials.
• If the "base" service level is sponsored, no PTA is required.
  The sponsor must be Stanford faculty or staff (not including temp or casual).
• The SUNet ID as login ID (available to all service levels) can access systems and secure areas where it has been specifically allowed, at the discretion of the system owner. These may include:
  • login to Axess (if the owner was formerly a student)
  • login via WebAuth to any protected web site that includes that SUNet ID in the "require user" list in its .htaccess file

Quota (more email storage)

@stanford email accounts are given, at no charge, a base amount of storage space (quota), currently 500 MB (as of September 25, 2005). This is plenty of space for most people using POP mail, but may not be enough for those using IMAP email. Individuals using either type of service can buy additional storage space.

• For a monthly fee, any person with an @stanford email account can be sponsored for additional quota (from 100MB to 5GB) for that account.
• Multiple sponsors can add quota to the same email account.

Email service for a department or function. University departments or functions can be given a special email account called a "departmental account". The account name must be 9 characters or longer - example: facultyaffairs@stanford.edu. To request a departmental account, contact HelpSU. Once the account has been approved and created for you, sponsorship is required to activate it.

• A departmental account sponsored for base service is free, and can be sponsored by any regular faculty or staff member. The base account provides a departmental address that can forward email to one or more individuals or mailing lists.
• A departmental account sponsored at full level has a monthly fee, and requires a staff or faculty sponsor who has active Approvals-Requisitions authority in Oracle Financials for a University PTA. The full account provides an IMAP group email account that can be accessed by more than one user. Additional quota for full departmental accounts can also be purchased through Sponsorship Manager.

If you are the adminstrator for a departmental account, you will see a new section in StanfordYou with the heading "Manage your departmental accounts". There you can set up email forwarding addresses (for base or full accounts) and an autoreply message (for full accounts only)

Service contract

Effective period

A sponsorship is valid for a fixed time period, specified by the sponsor. Prior to sponsorship expiration, both the sponsor and the person who is sponsored will receive a reminder (via email) 30 days prior to expiration, and a second notice seven days before expiration. If you are a sponsor, you do not need to wait for these notices to renew a sponsorship.

Exception: a person who is sponsored for a base-level account will not receive email notification, as their account does not include email service. Only the sponsor (or specified contact) will be notified.

Multiple sponsorships

More than one sponsor can sponsor the same service for the same person.

• If the service is incremental (e.g. quota), the sponsored service levels will be added together.
• If the service is exclusive (e.g. account), the new sponsorship will immediately supercede the preceding one.

In the event you decide to end your sponsorship of a full-service account, you will need to notify the account owner of this change. The email service, disk space allocation, and other services associated with the account will end at midnight of the date you end your sponsorship.

Sponsor's responsibilities

The sponsor affirms that the individual to be sponsored will be using the service or resource in support of legitimate University work (i.e., teaching, research, and administration).

The sponsor is responsible for ensuring that a sponsored service is used in accordance with the University's policies. See the Administrative Guide policies related to Computing for more information.

The sponsor receives notification of status changes in the sponsorship, unless the sponsor has indicated a different contact person for the sponsorship.

For paid services, the sponsor must provide a current University PTA, for which the sponsor has active Approvals - Requisitions authority in Oracle Financials. Service fees will be billed monthly to this PTA.

For free services, the sponsor must be regular (i.e. not temporary or casual) Stanford faculty or staff.

Rates, billing, and reimbursement

Rates

The PTA you provide will be charged the daily rate for the service level you select, up to the monthly maximum for that service level.

Billing

Authorized users can view sponsorship charges on their monthly IT Services billing statements via the OrderIT site.

Reimbursement

You may not use personal funds to pay for a sponsored service; it must be billed to a University funding source. This allows the University to follow legal guidelines regarding unrelated business income, tax exemption, etc. However, a sponsoring department may choose to require personal reimbursement from a person they sponsor. If it is appropriate for a sponsored individual to pay for their own service, they can reimburse the University for the amount billed. See Quick Steps: Process Department Receipts via Cashier's Office.