The Archivum Guest ID feature allows USF Faculty and Staff to submit a request for any University guest that may need access to USF services such as NetID login, email account, shared drives, ID card, etc. Archivum Guest ID replaces the existing VIP process and Health Sponsored Accounts. Please contact it-security@usf.edu for additional questions or concerns about the new process.
Submitting a Guest ID Request
Accessing Archivum
- Archivum is accessible through my.usf.edu under the Business Resources tab.
Requesting Guest Account
The Guest Account request can be accessed in either the Faculty Portal or Staff Portal, once on the Archivum Home page. Feel free to explore the Archivum Home Introductory video below to learn more about its features and capabilities
2. Under the 'My Actions & Tasks' tab, click on the 'Request Guest Account'
3. Fill out relevant Guest information, Account Request information, and applicable Primary Global Department to submit the request
The Guest ID request will be sent to the sponsors listed for your global department for approval. If you have any concerns about the sponsors for your global department, please contact it-security@usf.edu
Reviewing a Guest ID Request for Approval
- Sponsors will be notified to review a Guest ID request, once it has been submitted by a Requestor. This review request notification can be accessed via email, or via the Task section from the Archivum Home page.
2. At this point an Approver can select the task, to open and review the request
3. Once the task is open, Approvers may choose to "Accept" to responsibility to review the task or "Reassign" the task to another user
Approving or Denying a request
4. During the review process, Approvers may choose to Approve or Deny a request.
a. Guest ID requests may be approved by selecting the Approve button in the bottom right hand corner
b. Alternatively, a Guest ID request can be denied by entering a reason for the denial in the text box below, and selecting the Deny button.
Renewal of Guest ID Accounts
- Renewal request will be sent to the applicable Approver/Sponsor one (1) month prior to a guest user's account expiration. During this process, Approvers will be notified of a Guest Account Renewal request.
- Approvers will be notified of a renewal request via email, similarly request are also accessible via the Task section on the Archivum Home page.
- Similar to the Approval steps above, Approver can select the Renewal task, to open and review the request.
- Once the task is open, Approvers may choose to "Accept" to responsibility to review the renewal task or "Reassign" the task to another user
Approving or Denying a renewal
5. During the review process, Approvers may choose to Approve or Deny a renewal.
a. Guest ID requests may be approved by selecting the Approve button in the bottom right hand corner of the screen
b. Alternatively, a Guest ID renewal request can be denied by entering a reason for the denial in the text box below, and selecting the Deny button.
Process Overview
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