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NetID: Complete Guide to NetID
Contents
Getting Started
What is a NetID?
Your NetID and password allow you to access many university systems. Your NetID is a combination of your initials and numbers (e.g. abc123) and is not the same as your Rice ID or Owl ID.
Eligibility for NetID
- Faculty and Staff: after acceptance of employment (Contact Human Resources for any questions regarding eligibility.)
- Undergraduate: within 24 hours of your undergraduate student status (late April or early May after deposits are received) (Contact the Office of the Registrar for any questions regarding eligibility.)
- Graduate: after completion of the acceptance process (Contact the Office of the Registrar for any questions regarding eligibility.)
- Retirees: university retirees as defined by Human Resources have access to email only.
Computing Systems Linked to NetID
- ADRice: logging into most office and lab computers on campus
- Esther: a system that integrates student services and academic-related activities (student records, grades (input by faculty), etc.)
- iO: enterprise system that integrates financials, human resources, procurement, and related reporting in the Oracle Cloud
- Canvas: learning management system
- Google Workspace for Education: cloud-computing tools such as Email, Calendar, Drive, Docs, etc.
- Duo: Two-factor authentication system
- Box: Cloud-based storage
- Some software available to current Rice faculty, staff, and students:
- Cisco AnyConnect VPN
- Zoom Video Communication
Activate NetID
Go to the Online Account Management System. The MyNetID page is divided into two parts:
- Left section: Sign In (for current account holders)
- Right section: Activate Your NetID (for new members of the Rice community).
In the right section, select the link, Start by activating your NetID.
You will be asked to provide your Rice ID number (which is on your Rice ID card or in your welcome letter), your birth date, and your first and last name (which should match the name given to the Office of the Registrar or Human Resources). Then select Submit.
If you already have an active NetID: clicking Submit will respond with "Your NetID is already activated. It can not be activated again." You can click on the link at the top of the page: I already have a NetID to log in to your NetID Account.
After successfully setting up your NetID password, you will receive a congratulations message that identifies your name and NetID. Your NetID is created automatically and is a combination of your initials and numbers.
IMPORTANT: Be sure to make a note of your NetID. In the example below, mmf11 is the example NetID.
Once your password is set, you can access your Rice email through Rice Google Mail. Read more in Google Workspace for Education
Duo Authentication
Contents
- Duo Universal vs Duo Traditional Prompt
- Duo Universal Prompt
- Duo Traditional Prompt
- Rice supported Duo Authentication Methods
- Duo devices
Duo settings and device management
What is Duo?
Duo is a Two-Factor Authentication (2FA) application. It adds an additional level of security when authenticating to computing resources like web sites and computers. After authenticating with your NetID and password, you will be sent to the Duo application to do an additional check that you are who you say you are. This additional check will contact you through an external mechanism, like your cell phone, and ask you to confirm that you are trying to access the resource. If you ever receive this notification from Duo asking if you are trying to access a resource that you are not currently trying to access, please indicate that the request from Duo is fraudulent and change your NetID password.
Using Duo for Authentication
Duo Universal vs Duo Traditional Prompt
The prompt that the Duo application uses to initiate the 2FA process is changing. The traditional prompt is the one that Rice has used since we first began using Duo years ago. By the end of 2023, all web protected Duo applications will be switching to the Duo Universal Prompt. Since it may take time to have all of Rice's web applications configured to use the new method, here is documentation about both methods
Duo Universal Prompt
Duo Traditional Prompt
Rice supported Duo Authentication Methods
PUSH
The Push method sends a message to the Duo Mobile app running on your smart phone that causes it to produce an immediate popup notification and only requires clicking on an Accept or Decline button. This is by far the easiest method with which to interact with the Duo 2FA process but it requires running the Duo Mobile app on your smart phone and an active cell or wireless connection.
PASSCODE
The Passcode method is a six digit number that can be entered into the Duo Prompt. The Duo Mobile app running on your smart phone can generate this passcode for you. This passcode number can also be generated by a Duo Hardware Token. The passcode method does not require an active cell or wireless connection.
SMS
The SMS method will send a passcode to your cell phone as a SMS message. You can then enter this number into the Duo Prompt. The SMS method can be used on non-smart phones though this is one of the weakest in regards to security. The SMS method requires an active cell connection.
VOICE
The voice method will call your phone and ask you to approve or deny the request by pressing a number on the phone. This option can be used with landlines. Like the SMS method above, this is the weakest in regards to security. The VOICE method requires an active cell connection if used with a mobile phone.
Duo devices
Duo devices allow you to respond to the authentication requests sent by the Duo prompt.
- Duo Mobile - supports PUSH and PASSCODE
- Cell Phone & Landlines - supports SMS (cell phone) and VOICE (both)
- Hardware Tokens - supports PASSCODE
- Touch ID - supports platform PASSKEY
Duo settings and device management
Duo settings and device management can be accessed through the Duo authentication process when logging into MyNetID. When it displays the Duo Universal Prompt, click on the URL link "Other" at the bottom of the prompt.
- Initially setting up your information in Duo the first time
- Managing your 2FA devices and Settings
- Adding a new 2FA device - Universal Prompt
- Adding a new 2FA device - Traditional Prompt
Duo enrollment process
Your initial Duo setup is done as part of the workflow that you follow when activating your NetID using https://MyNetID.rice.edu. When going through the initial Duo enrollment, please be sure to add an authentication device that supports PUSH (recommended), SMS, or Voice in addition to any others you wish to use. Using these authentication types will serve as good backups should you ever need them.
Below you will find links that will describe this process.
Using Duo when traveling
Duo offers multiple options to meet your needs when traveling. It is suggested that you enroll in any device you plan on using before your trip.
Options
- Even without cellular service or a WiFi connection, you may use the Duo Mobile app to generate a passcode that you can use for authentication. Simply choose the Other -> Passcode option when you get the Duo authentication prompt. To generate the passcode, open the Duo Mobile app on your phone and tap the button with the Key symbol.
If you are unable to have a smartphone during your travel, it is possible to get 10 one-time-use bypass codes that you can use for Duo Security authentication for the duration of your trip. You can generate these by going to your Online Account Management System, selecting Two-Factor Authentication on the left menu, and select Generate Bypass Codes at the bottom of the page. Each time you click this button, new codes will be generated and previous codes are invalidated.
If you have cellular service or a WiFi connection, then you can simply use whatever authentication technique you normally use. The push, passcode, and phone options all work out of the country. You can even add an international phone number as one of your authentication options.
Restrictions
The Duo app and hardware tokens are subject to export control regulations. According to federal export control regulations, the Duo app and hardware tokens may not be transported or sent to embargoed nations identified by the U.S. State Department.
Sanctions Programs and Country Information
Here is a dated list from August 2019:
- Cuba
- Iran
- North Korea
- Sudan
- Syria
- Venezuela
If you are traveling to any of those countries, delete or uninstall the Duo app from any devices you will take with you, and do not take Duo hardware tokens with you.
Passwords
Password Criteria and Best Practices
New Rice Google account holders use their NetID password to login into Google.
Individuals with Rice Google accounts that were established prior to May 17, 2021, will continue to have a separate Google password that differs from their NetID password until they change one of the passwords and then the passwords will automatically be synchronized. If individuals would prefer to have one less password to remember, they may synchronize them by resetting their password at https://mynetid.rice.edu.
Password Criteria
- Passwords should be 8 characters or longer in length (passphrases are highly recommended)
- Passwords should be secure and memorized. (Writing down passwords is not recommended)
- Passwords should contain at least 1 character from each of the following character sets:
- Upper case letter (A-Z)
- Lowercase letter (a-z)
- Digit (0-9)
- Special character (! ?. )
- Passwords should be secured and private.
- Passwords should not contain a common proper name, NetID, email address, initials, first, middle, or last name in forward or reverse format.
- Passwords should not be or contain a dictionary word if less than 12 characters.
- Passwords should have not been used previously in the last year.
Best Practices
- Each password chosen is new and unique for each account.
- Don't share it with anyone.
- Don't write it down.
- Do change the password if it is shared or if you think someone else may know it.
- Do change the password regularly.
Changing your NetID Password
New Rice Google account holders use their NetID password to login into Google.
Individuals with Rice Google accounts that were established prior to May 17, 2021, will continue to have a separate Google password that differs from their NetID password until they change one of the passwords and then the passwords will automatically be synchronized. If individuals would prefer to have one less password to remember, they may synchronize them by resetting their password at https://mynetid.rice.edu.
On your mobile phone, a notification for a login request will appear. Select Approve.
Note: if you do not Approve the notification promptly, your Login request can time out.
Step 3: Select the Change your account passwords option. In the next screen, select the option for Netid Password.
• It must be at least 8 characters.
• It cannot be based on your NetID.
• It must not contain your name or common words (e.g. Rice or Owls).
• It must contain at least three of the four character classes:
• Uppercase letter
• Lowercase letter
• Special character
• Numeric digit
• It must be composed of characters in the Roman alphabet or symbols on the US keyboard.
Resetting a Forgotten NetID Password
New Rice Google account holders use their NetID password to login into Google.
Individuals with Rice Google accounts that were established prior to May 17, 2021, will continue to have a separate Google password that differs from their NetID password until they change one of the passwords and then the passwords will automatically be synchronized. If individuals would prefer to have one less password to remember, they may synchronize them by resetting their password at https://mynetid.rice.edu.
RESET vs. CHANGE: If you know your NetID password but want to change it, follow these directions: NetID: Changing your NetID Password
Select Forgot Password on the Rice University Online Account Management System.
You will then be asked to select your preferred notification method. After you make your choice, click Submit. A password reset token will be sent to you via your selected method. This token is only valid for 24 hours and can only be used once. If needed, you can generate another token.
What to do if Locked Out of Account
How do I know that my account is locked out?
There is no simple answer to how do you know if you are locked out.
- Did you have access to this system or service recently?
- When you try to authenticate to the system or service, do you receive a message saying the "invalid password," or "account locked," or does it fails silently with no response?
- Are you able to log into https://MyNetID.rice.edu with the same password?
If the answers to all of these questions is YES, then at least one of your accounts may be locked.
Why am I locked out?
Have you changed a password recently? Automatic account lockouts typically activate after multiple consecutive failed login attempts to a specific authentication system. An old password on an active device could be the cause of the lockout.
What to Do
If your account is locked, keep calm. The lock automatically expires if no other failed authentications occur.
While you are waiting, check your phone and laptop for places where you may have an old saved password and change it to the new password. Did you get a new laptop and phone but still have the old devices? Check those older devices. Read more about places to check below.
If you still are unable to figure out what is causing your account to automatically lock, please reach out to the OIT Help Desk.
What triggers the automatic account lockout?
Common places with passwords stored:
- WiFi/Wireless Network Settings - perform "forget this network (Rice Owls)", re-authenticate with credentials
- Email Client (Thunderbird, Exchange, Apple Mail, Outlook)
- iOS / Android
- Cached credentials / stored passwords in a web browser (clear the browser cache)
- Windows stored credentials
- Windows Mapped Drives (disconnect "mapped drives" and reconnect with proper credentials)
- MacOS X/ MacOS Keychain (remove password from Keychain and re-authenticate with credentials, add to Keychain)
Rice's Authentication Systems
- Active Directory
- RiceNet Wireless
- Rice Exchange Mail
- Workstation/Kiosk Logins (Windows, Mac)
- LDAP / Web Single Sign-On
- Rice Campus Mail
- Rice Authenticated Web Sites (Canvas, Box, Subversion, Webmail, etc)
- Server/Desktop Logins (Linux)
Auto-lockout affects access to everything within that authentication system. For example, if you trigger the auto-lockout by entering your password incorrectly into Webmail (Rice Campus Mail), you will be unable to access any Linux computers that are also using LDAP for authentication, but your RiceNet Wireless would continue to work normally because it uses a different authentication system.
Preventing Future Lock Outs
Before you change a password:- To prevent mobile devices from causing an auto-lockout event is to disable wireless and/or enable "airplane mode" on the device before changing your password. Enable the wireless or disable "airplane mode" once the new password has been stored on the device.
- Identify devices where your password is saved and know what devices that you are currently logged into, whether on campus or at home.
- If you use a smartphone or other mobile device, "forget" the Rice wireless network in network settings.
- If you use multiple computers, log off of all of them except one.
- Save your work and close any open applications.
Need help?
Reach out to the OIT Help Desk if you need assistance.
Managing Your NetID Account
Changing your Published (Primary) Email Address
Creating an Email Alias (also known as Vanity Email Address)
- NetID address:netid@rice.edu
(Example: sto77@rice.edu) - Official full name address: first.lastname@rice.edu
(Example: Samson.The.Owl@rice.edu)
- Example Vanity email addresses:
- NicknameForFriends@rice.edu
(Example: Sami@rice.edu) - FormalNameForJobSearch@rice.edu
(Example: Sam.Owl@rice.edu)
- NicknameForFriends@rice.edu
To create a new email alias, login to https://mynetid.rice.edu. Accessing the Online Account Management System (https://mynetid.rice.edu) requires using Duo Authentication.
Create Email Alias
An Email Alias is also called a Vanity Mail Address or a Vanity Alias.
An email alias allows you to personalize your @Rice.edu address. Your NetID automatically assigns you two email addresses: your NetID address and your official address (usually your full name). You may create up to three email vanity aliases. All addresses deliver messages to your NetID email account. NOTE: you cannot delete or modify alias addresses after you create them.
Email Alias Requirements
• Must contain at least 3 characters.
• Must contain only lowercase letters, numbers, dashes (-), and the period (.)
• Alias addresses must begin with a letter and end with a letter or a number.
You have 3 vanity mail alias remaining.
Updating Contact Information in MyNetID
Enter your personal email address and your SMS-capable phone number along with the service provider's name. Then select Save.
Account Summary
Getting to the Account Summary Display
To view your MyNetID account information, login to mynetid.rice.edu using Duo authentication. Once logged in, click the Account Summary link in the left menu.- NetID Information - use your NetID to log on to Rice classroom and lab computers and campus systems.
- NetID Account Status - the status is indicated.
- Primary Email Address - This is your published email address in the Rice online directory. You may select your preference for a published email alias.
- Email Alias or Vanity Email Alias - You may personalize your Rice address by creating up to three email vanity aliases. All email addresses delivered to your NetID email account.
NetID Information
Your NetID is abc123. (Your NetID is a combination of your initials and numbers.)
Use your NetID to log into Rice classroom and lab computers, as well as the university systems, and applications.
Email Information
Your published email address is youraddress@rice.edu.
To access your Rice email, you must log in using your NetID account name, abc123.
Primary Email Address
(Learn more NetID: Changing your Published (Primary) Email Address
Email Alias or Vanity Mail Alias
An email alias or vanity mail address allows you to personalize your Rice address. Your NetID automatically assigns you two email addresses: your NetID address and your official address (usually your full name). You may create up to three email vanity aliases. All addresses deliver messages to your NetID email account. (Learn more NetID: Creating an Email Alias (also known as Vanity Email Address)
When you are on the account summary page, it will show all the addresses that can deliver messages to your NetID email account and if you have any vanity mail aliases remaining.