Documentation

Guest Account System

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. An individual with an active affiliation (e.g., current faculty, staff, or student) would already be entitled to request access to those resources.

Such individuals may be eligible for an entry in USF’s Guest System.

An entry in the Guest System can be requested by any "active" USF employee (paid by USF via GEMS payroll) or a USF Physicians Group employee.

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.

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 after your guest request has been approved.

additional information is available at the Links below:

I am a USF Guest looking for information about obtaining an entry in the USF Guest system.

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 Institutional Review Board (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 access and 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 where in doubt contact USF IT 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 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 REQUIRED and 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 NetID if needed.  At this point you can also obtain a USF ID Card.
  • 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.


I will be a Requestor 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 where in doubt contact USF IT for guidance.
  6. Immediately notify USF IT if your Guest no longer requires access.

Your failure to adequately fulfil 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 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.

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
  • Select Business Systems > Archivum, then
  • 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.


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 if you are no longer eligible to be an Approver for the USF Guest system 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 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.

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
  • Select Business Systems > Archivum, then
  • 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.