If a department or college is bringing a guest to the university and they will need to access USF services, they can be eligible for a VIP NetID. Read the FAQs below to find out more and view the VIP process.
Who is considered a VIP?
- A VIP is a guest of the University, sponsored by a currently “active” USF employee. In most cases, the VIP has not been previously associated or otherwise affiliated with USF.
What are the responsibilities of the VIP?
- Provide accurate identity information to their Sponsor. Comply with the policies and procedures as set forth by the University of South Florida.
When does a person need to be identified as a VIP?
- If the person meets any of the following conditions:
- has never been associated or otherwise affiliated with USF. In other words, they have never been a Student, Staff, or Faculty member at any of the USF System member institutions.
- needs a USFID (aka “U#” - USF’s official unique identification number)
- needs to obtain an official USF ID Card (required for Building Access)
- needs access to certain services, such as Building Access, Workstation Login, Email account, Shared Drives and Shared Printers.
Who should NOT be identified as a VIP?
- Future Employees. Please contact HR. (Obtaining services for a new employee)
- Future Students. Please contact the Office of the Registrar.
- Visiting or Courtesy Faculty. Please contact HR for further instructions to ensure completion of the appropriate paperwork.
- Visiting Scholars. Please contact International Services.
- Persons who will need to be reimbursed for Travel expenses via Travel Module. Please use the Travel Department's form.
- Persons who will be doing “employee-like” activities, such as access to GEMS, FAST, P-Card, or GEMS Self-Service to approve leave for USF employees (which also requires access to the MyUSF Portal).
- Persons taking training tracked in the GEMS Training module. Please contact the HR Training Support team regarding how best to have non-employees added to GEMS to use this feature.
Who is allowed to sponsor a VIP?
- A sponsor must be a currently “active” USF employee (they are paid by USF via GEMS payroll).
What are the requirements of the Sponsor?
- Provide accurate identity information regarding your VIP(s).
- You will be contacted regarding any suspicious behavior involving your sponsored VIPs’ accounts, including their NetIDs.
- You are expected to contact IT-Security@usf.edu if the status or information about your sponsored VIP changes.
- Respond to any IT-Security requests during your sponsorship of your VIP(s), such as during renewal periods.
How does someone sponsor one or more VIPs?
- If you are a “First Time” Sponsor, please send an email to IT-Security@usf.eduas follows:
- In the Subject line, please enter: “Request to become a Sponsor for VIPs”. This will ensure the appropriate Team Member receives your request.
- In the Body of the email, please provide the following information:
- Sponsor’s contact information, including the following:
- Sponsor’s Name (this person must be an “Active” USF Employee)
- Sponsor’s EmplID
- Sponsor’s Campus Phone
- Sponsoring Dept Number
- Sponsoring Program/ Reason for Request (VIP Group Type)
- Do you accept the responsibilities of being a Sponsor for VIPs?
- Will your VIP(s) need the following:
- USFID (aka U#)
- ID Card
- VPN access
- Workstation Login
- Email account (Gmail or MS-Exchange, depending on their need for off-campus access or calendaring)
- Access to Shared Drives
- Access to Shared Printers
- Building Access
- GEMS or FAST account access (not GEMS Self Service)
- Banner access
Once you have been identified as a Sponsor, please send an email to IT-Security@usf.edu with the following information for each of your VIP(s):
- Legal First Name
- Legal Last Name
- Date of Birth
- An IT Security Team member will contact you to obtain the SSN for your VIP(s). USF is required under Florida law to provide written notice to persons submitting Social Security Numbers of their potential uses by USF. Do not send this sensitive information in an email.
- Information regarding VIP’s Assignment, which includes:
- Sponsor’s NetID
- VIP Group Type
- Start Date – defaults to today
- End Date – up to 6 months after the Start Date (but can be renewed later through IT-Security)
- Location of the Assignment: Bldg, Room
- FOREST Account Request Information (ask your ADR for details):
- Security and Distribution Groups for which VIP needs membership
- Network Drives for which VIP needs access
- Network Printers for which VIP needs access
- Additional Comments that may be helpful in completing this request