USF Guest Account System
- Kimberly Adkins
- Alyssa Wahlsmith
- Sandra Meadows
USF departments and colleges may periodically bring “Guests” to the University. A Guest is an individual who requires access to certain USF resources such as a Network Account (NetID), an Email account, access to Shared Drives and Printers, or an ID Card for building access, but who does NOT already have an active affiliation (relationship) with the University, (e.g., current faculty, staff, or student) which already entitles them to request access to those resources. Such individuals may be eligible for an entry in USF’s Guest System. Please note that obtaining an entry in the USF Guest System does not grant or guarantee access to additional USF services or resources beyond the ability to obtain a USF ID card, or activate a NetID and Email account. Access to additional USF services or resources including enterprise systems and databases, application systems (non-enterprise), network shared drives (departmental and individual), and building access is controlled by the owners of those services/resources and is subject to their own vetting, request, and approval processes. A Guest account can be requested by any "active" USF employee (paid by USF via GEMS payroll), Institute of Applied Engineering employee, or a USF Physicians Group employee. Please note that activating a NetID automatically creates an email address for the Guest. If you want a Guest to have a NetID but not an email address, please notify USF IT via help@usf.edu. Who qualifies for a USF Guest Account? An individual who requires access to certain USF resources such as a Network Account (NetID), an Email account, access to Shared Drives and Printers, or an ID Card for building access, but who does NOT already have an active affiliation (relationship) with the University, (e.g., current faculty, staff, or student) which already entitles them to request access to those resources. For example, Who does NOT qualify for a USF Guest Account? What are my responsibilities as a USF Guest? How does the USF Guest request process work? What are my responsibilities as a Requestor for a USF Guest? When you submit a request for a USF Guest, you are making a representation to USF IT that you: As a Requestor, you are assuming responsibility for your Guest, their use of USF resources, and any activities they perform with USF resources for the duration of time that they are a USF Guest. Your specific responsibilities include the following: Your failure to adequately fulfill the above responsibilities could result in inappropriate access to USF’s resources leading to possible data loss, which could result in financial penalties and reputational damage to the institution. Please note that this could result in you facing disciplinary action. Who qualifies for the USF Guest system? An individual who requires access to certain USF resources such as a Network Account (NetID), an Email account, access to Shared Drives and Printers, or an ID Card for building access, but who does NOT already have an active affiliation (relationship) with the University, (e.g., current faculty, staff, or student) which already entitles them to request access to those resources. For example: Who does NOT qualify for the USF Guest system? Classification Alternative Solution Future Employees They should be entered into GEMS. Please contact HR for further explanation. (Obtaining services for a new employee) Future Students They should be entered into OASIS. Please contact the Office of the Registrar. Visiting or Courtesy Faculty They should be entered into GEMS. Please contact HR for further explanation. The appropriate form can be found by searching in Forms Library on the HR Forms site: Courtesy Faculty Appt Form Visiting Scholars They should be entered into OASIS. Please contact International Student Services. Travelers Persons who will Travel on behalf of USF and be reimbursed for Travel expenses via Travel Module. Please use the Travel Department's form. Non-Employees who may do "employee-like" activities Individuals who need access to systems usually restricted to USF-paid employees, such GEMS, FAST, P-Card, or GEMS Self-Service to approve leave for USF employees (which also requires access to the MyUSF Portal). Please contact HR for further explanation. The appropriate form can be found on the HR form site Non-Employee Record in GEMS Request. Trainees Persons taking training tracked in the GEMS Training module. Please contact the HR Training Support team to have non-employees added to GEMS to use this feature. Guest Lecturers and Conference Attendees Please contact the IT Help Desk for guidance. Individuals only needing temporary Wireless Access Recently Terminated Employees For purposes of retaining access to services, such as email or library electronic resources, which are usually provided to employees. Exceptions to this may be granted if appropriate justification is provided supporting the need to retain access. If you have additional questions, please email it-security@usf.edu . How do I submit a request to add one or more individuals to the USF Guest System? Detailed directions for submitting a request are available at USF Guest Account System - Submission and Renewal Process Who can be an Approver for the USF Guest system? In order to qualify as an Approver within the USF Guest System for a Global Department, you must be the University Officer with direct responsibility for that department or their designee. Depending on the department this could be the Vice President, Assistant/Associate Vice President, Chair, Director, Assistant/Associate Director or their designee. What are my responsibilities as an Approver in the USF Guest system? As an Approver for a specific USF Global Department, all requests to register Guest’s under your Global Department will be routed to you for approval. When you approve a Guest request, you are making a representation to USF IT that you have reviewed the information provided by the Requestor, and you are satisfied that the guest has a valid business reason to access the resources that may be provided to the guest through your Global Department. Your specific responsibilities include the following: Who qualifies for the USF Guest system? An individual who requires access to certain USF resources such as a Network Account (NetID), an Email account, access to Shared Drives and Printers, or an ID Card for building access, but who does NOT already have an active affiliation (relationship) with the University, (e.g., current faculty, staff, or student) which already entitles them to request access to those resources. For example, Who does NOT qualify for the USF Guest system? Classification Alternative Solution Future Employees They should be entered into GEMS. Please contact HR for further explanation. (Obtaining services for a new employee) Future Students They should be entered into OASIS. Please contact the Office of the Registrar. Visiting or Courtesy Faculty They should be entered into GEMS. Please contact HR for further explanation. The appropriate form can be found in the Forms Library on the HR Forms site Courtesy Faculty Appt Form Visiting Scholars They should be entered into OASIS. Please contact International Student Services. Travelers Persons who will Travel on behalf of USF and be reimbursed for Travel expenses via Travel Module. Please use the Travel Department's form. Non-Employees who may do "employee-like" activities Individuals who need access to systems usually restricted to USF-paid employees, such GEMS, FAST, P-Card, or GEMS Self-Service to approve leave for USF employees (which also requires access to the MyUSF Portal). Please contact HR for further explanation. The appropriate form can be found in the Forms Library on the HR form site Non-Employee Record in GEMS Request. Trainees Persons taking training tracked in the GEMS Training module. Please contact the HR Training Support team to have non-employees added to GEMS to use this feature. Guest Lecturers and Conference Attendees Please contact the IT Help Desk for guidance. Individuals only needing temporary Wireless Access Recently Terminated Employees For purposes of retaining access to services, such as email or library electronic resources, which are usually provided to employees. Exceptions to this may be granted if appropriate justification is provided supporting the need to retain access. If you have additional questions, please email it-security@usf.edu How do I Approve (or Deny) one or more Guest requests? Approvers will be notified by email to review a Guest request, once it has been submitted by the Requestor. The request can be accessed for review either directly from the email notification, or from the My Tasks section on the Archivum Home page. Detailed directions for approving a request are available at USF Guest Account System - Submission and Renewal ProcessAccess additional information at the links below:
I am a USF Guest looking for additional information about obtaining a USF Guest account.
I will be Requesting an account for a USF Guest and need additional information.
I will be Approving a request for a USF Guest and need additional information.
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