This guide explains how departments can request, manage, and renew vendor and contractor accounts at Kean University.

Purpose

Kean University requires all vendors and contractors who need access to university systems to have a properly registered account. This process ensures:

• Vendors get the right access at the right time.
• Accounts follow security rules and expire when no longer needed.
• IT can track and audit vendor accounts for security and compliance.

Who Needs a Vendor/Contractor Account?

A vendor/contractor account is required when:

• A vendor needs to access Kean University systems (e.g., email, VPN, shared drives).
• The vendor is working on-site or remotely with Kean IT systems.
• The access period is more than a one-time login (for short-term access, a different process may apply).

A vendor does NOT automatically get a Kean email. Email access requires a business justification and IT approval.

How to Request a Vendor Account

Step 1: The Department Submits a Request

Submit a Fresh Service Request Here: Vendor/Contractor Account Service Request

The requesting department must submit a Fresh Service ticket before the vendor's start date. The request must include:

• Vendor’s full name.
• Vendor’s company email (no personal emails allowed).
• Business justification (why they need access).
• Kean sponsor’s contact information.
• Start and end date: End date is automatically set to December 31st, unless otherwise indicated. 
• List of systems or resources needed.

Step 2: IT Reviews and Approves the Request

IT will check for the following:

• Is the request complete? Missing information will delay approval.
• Does the vendor already have an account? Avoiding duplicate accounts.
• Does the requested access match the job role? Overprovisioning is not allowed.

If approved, IT creates the vendor account and notifies the requester.

How Vendor Accounts Are Set Up

• Usernames follow a standard format for tracking and auditing purposes:
  • VND_ + Kean username (e.g., VND_jsmith)
• Multi-Factor Authentication (MFA) is required for security.
• Accounts are linked to the requesting department and expire automatically unless renewed.

If a vendor account does not follow the standard naming convention, IT will require a new account to be created.

When Do Vendor Accounts Expire?

By default, vendor accounts expire on December 31st, unless renewed:

• Departments must renew accounts before the expiration date if continued access is needed.
• IT Security conducts regular audits to disable unused vendor accounts.
• Unknown or undocumented accounts will be locked until verified.

Need Help?

For questions, contact IT Support at Kean IT Helpdesk
For detailed instructions, visit Kean IT Technical Solutions
Submit a Vendor Access Request Here: Vendor/Contractor Account Service Request