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.

Access additional information at the links below:

I am a USF Guest looking for additional information about obtaining a USF Guest account.

 Information for USF Guests

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,

  • Consultants or Auditors that need access to USF Systems
  • Contractors, Couriers or Vendors who require building access
  • Visiting students or Interns
  • Researchers visiting or volunteering with USF (may require approval from IRB)

Who does NOT qualify for a USF Guest Account?

  • Active USF employees who need access to specific services.
  • Current USF Students who need access to specific services.
  • Future employees or students who will be able to activate a Network ID (NetID) once entered into the appropriate system of record.

What are my responsibilities as a USF Guest?

  1. Provide complete and accurate identity information to the USF employee who will be requesting your access (your requestor).
  2. Read, understand, and comply with all the provisions outlined in USF policy - 0-502 - Appropriate Use of Information Technology Resources-Policy. Please note that violations of this policy may lead to suspension of the user's Guest account and related privileges and disciplinary action.  In addition, some violations may be prosecutable offenses under state and federal law.
  3. Comply with the USF IT policies and when in doubt, contact USF IT via help@usf.edu for guidance.
  4. Immediately notify your requestor if you no longer require USF Guest access.
  5. Do not share USF data with anyone not explicitly authorized for access.
  6. Do not copy USF data to unauthorized devices and storage applications.
  7. Immediately notify USF IT via help@usf.edu if you believe your computer or USF credentials have been compromised, or if your computer is lost or stolen.

How does the USF Guest request process work?

  • Your requestor will obtain some identifying information from you, including contact information and date of birth. This information is only used to uniquely identify you in our system to avoid duplication of accounts.
  • Once your requestor submits the request, it will be routed to a designated Approver for review. Based on their review, the Approver will either Approve or Deny the request.
  • Once the request has been approved, you will receive an email with directions to activate your account.
  • If the request is denied, your Requestor will be notified and will be required to submit a new request that addresses any of the Approvers concerns.

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I will be Requesting an account for a USF Guest and need additional information.

 Information for USF Guest Requestors

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:

  1. Have directly or indirectly identified the individual
  2. Can vouch for their relationship with USF
  3. Can vouch for the fact that they have a valid business reason to access the resources provided to USF guests 


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:

  1. Submit complete and accurate identity information on the individual you are requesting be added to the USF Guest System.
  2. Ensure that you request Guest access ONLY for the specific period of time that access to USF resources is actually required. There is no reason to overestimate as Guest access can easily be renewed if necessary.
  3. Follow up with the Approver for the global department you selected if an approval is outstanding. Approvers receive system reminders after three days and again after 18 days to approve the request.  After 21 days, the guest request expires.
  4. Notify the Guest that they are expected to read, understand, and comply with all the provisions outlined in USF policy - 0-502 - Appropriate Use of Information Technology Resources-Policy.
  5. Notify the Guest that they are expected to comply with the USF IT policies and when in doubt, contact USF IT via help@usf.edu for guidance.
  6. Immediately notify USF IT via help@usf.edu if your Guest no longer requires access.

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:

  • Consultants or Auditors that need access to USF Systems
  • Contractors, Couriers or Vendors who require building access
  • Visiting students or Interns
  • Researchers visiting or volunteering with USF (may require approval from IRB)


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

 Guest Wireless Service

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?

  • You must be a currently "active" USF employee (paid by USF via GEMS payroll), an Institute of Applied Engineering employee, or a USF Physicians Group employee.
  • Navigate to the USF Portal https://my.usf.edu 
  • Select Business Systems > Archivum
  • Enter the Staff Portal
  • Select Request Guest Account
  • Enter the information requested
  • An Approver will be automatically assigned by the application according to your USF Global Department. If necessary, you can use the drop-down box to indicate a different department.  Please note that a denied request cannot be remediated and returned to the Approver.  If a request is denied a new one must be submitted.

Detailed directions for submitting a request are available at NetID Guest Account Process

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I will be Approving a request for a USF Guest and need additional information.

 Information for USF Guest Approvers

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:

  1. Ensure that the submitted request looks complete and reasonable prior to approval.
  2. Contact the Requestor prior to approval to obtain any necessary clarifying information.
  3. Approve the request in a timely manner after any clarifying information has been obtained. Guest requests expire after 21 days and a new request will have to be submitted after this timeframe.
  4. If denying a request, include sufficient information in the Comment field to explain the reason for the denial, as well as any remedial actions the Requestor should take to secure an approval.
  5. Immediately notify USF IT via help@usf.edu if you are no longer eligible to Approve USF Guest access for your Global Department (for example due to job changes).


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,

  • Consultants or Auditors that need access to USF Systems
  • Contractors, Couriers or Vendors who require building access
  • Visiting students or Interns
  • Researchers visiting or volunteering with USF (may require approval from IRB)


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

 Guest Wireless Service

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.

  • Navigate to the USF Portal https://my.usf.edu
  • Select Business Systems > Archivum
  • Under the My Tasks section click on the request you want to approve.
  • Click Accept at the top right of the request to accept the task.
  • Click either Approve or Deny as appropriate for the request. Please note that a denied request cannot be remediated and returned to you.  The requestor must submit a new request.

Detailed directions for approving a request are available at NetID Guest Account Process

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If you are unable to solve your issue with this knowledge base article please contact the USF IT Service Desk by calling (813) 974-HELP (4357) or emailing help@usf.edu

If you find any errors or omissions in any knowledge base article please contact and inform the USF IT Service Desk by calling (813) 974-HELP (4357) or emailing help@usf.edu.