Sponsored Accounts

Sponsored Accounts provide limited Duke system access for individuals who are not Duke faculty, staff, or students, when that access is required to support legitimate university business, research, or operational needs.

Because Sponsored Accounts introduce security, compliance, and operational risk, they are managed by the Office of Information Technology through a formal sponsorship and review process.

What is a Sponsored Account?

A Sponsored Account is a Duke account requested and maintained by a Duke faculty or staff member (“the sponsor”) for someone who does not otherwise qualify for a Duke NetID.

Sponsored Accounts may be used for:

• Guest access for non-Duke individuals who need access to Duke electronic or physical resources
• Sponsored Duke Health DHE access for Duke users who do not otherwise qualify for a Duke Health account
• Test, service, or non-person accounts used to support systems or integrations

Sponsored Accounts should only be requested when a Duke account is truly required. Please review the Sponsored Accounts Policy before submitting a request.

Cost 

Effective July 1, 2026, Sponsored Accounts will transition to a cost-recovery model. Beginning on that date, charges will be billed to the sponsoring organization via a designated fund code.

• A valid fund code is now required for all Sponsored Accounts
• $8 per account per month – includes email / Microsoft license
• $2 per account per month – no email 

Note: The information above does not apply to the School of Medicine, School of Nursing, or Duke University Health System. 

To remove a mailbox/Microsoft account:

• Log into the Sponsored Accounts self-service tool 
• Select Manage my existing guest accounts
• Select See details of each sponsored account to downgrade
• Under Guest Account Details, select Edit next to Duke email/Microsoft license
• Review the message alert carefully before selecting Deprovision Duke email/Microsoft license

IMPORTANT: Recent Duke alumni receive one year of continued NetID access at no cost. Alumni who request a sponsored account during that year risk losing existing data.

After the mailbox/Microsoft account has been removed from a sponsored account:

• All access to Microsoft services will be revoked
• All associated data will be permanently deleted
• Recovery is difficult and has limited options

For more details on sponsored account cost, visit the Sponsored Accounts - Cost FAQ webpage.

Responsibilities of Sponsors

Faculty and staff who sponsor Sponsored Accounts are responsible for:

• Confirming the ongoing business need for each account
• Ensuring access remains appropriate
• Ending Sponsored Accounts when they are no longer needed

Consider Alternatives to Sponsored Accounts

In many cases, a Sponsored Account may not be required. There are no-cost options for sharing files and collaborating with non-Duke users. Duke tools such as Box support secure file sharing and collaboration with external collaborators without the need for a Sponsored Account. In addition, OneLink can be used to provide secure, purpose-specific access to select Duke systems where appropriate. 

Before submitting a request, consider whether one of the following options meets your needs:

• Box – Secure file sharing and collaboration with external collaborators
• OneLink – Secure, purpose-specific access to select Duke systems

Your local IT support organization can help determine the most appropriate solution.

Requesting or Managing Sponsored Accounts

The Sponsored Accounts tool allows authorized sponsors to:

• Request new Sponsored Accounts
• Review and manage existing Sponsored Accounts
• End Sponsored Accounts that are no longer needed

Please review the Sponsored Accounts Policy before submitting a request.

Help and Support

For assistance:

• Contact your local IT support organization, or
• Reach out to the OIT Service Desk