New campus employees typically get their email accounts and IDs on or very shortly before their first day of employment, once their hiring paperwork has been entered into the university’s HR system. The exact timing varies by institution, but most schools aim to ensure you have working email and ID access by Day 1 so you can start your onboarding without delay.

How email and IDs are created

Email accounts

  • At many universities, an email account (and associated Internet/NetID) is automatically generated when your appointment information is entered into the HR system (often called PeopleSoft, Gemini, or similar).
  • This usually happens within 24 hours of HR entering your data, but some campuses schedule it so that it’s ready by your official start date.
  • You then “claim” or activate the account using your Employee ID and sometimes the last four digits of your SSN, following instructions sent by email or provided by your hiring unit.

Physical ID cards

  • Your campus ID card is often ordered after your I‑9 and other onboarding forms are completed, and after you submit a photo if required.
  • Many schools mail the card to your address within a few business days, or hold it for pickup at a campus card office if you request that.
  • Some institutions issue a temporary ID or let you use your hiring letter/Employee ID for building access until the permanent card arrives.

Typical timeline by stage

Before your first day

  • HR enters your appointment into the system → this triggers email/NetID creation.
  • You may receive an email with instructions to activate your email/Internet ID before Day 1.
  • You might be asked to submit a photo for your ID card and complete Section 1 of the I‑9 online.

First day

  • Your email account should be active, and you can log in after activation.
  • You may not yet have your physical ID card, but you often have an Employee ID number that can be used for certain systems or temporary access.

First few days to weeks

  • Section 2 of the I‑9 is completed in person within the first 3 days at many campuses.
  • Your permanent ID card is mailed or made available for pickup once processed, often within a few business days after your photo is accepted.

What to do if you don’t have them yet

If you’re a new campus employee and haven’t received email or ID instructions:

  1. Check with your hiring manager or department HR – they can confirm whether your appointment has been entered into the HR system.
  1. Look for activation emails – search your inbox (and spam folder) for messages from IT or HR about “Internet ID,” “NetID,” “email activation,” or “IdentiKey”.
  1. Contact campus IT support – most universities have a help desk (email or phone) that can help you claim or troubleshoot your account once HR has created it.

Information gathered from public forums or data available on the internet and portrayed here.