Obtaining Services for your Very Important Person
FAQs about VIPs
Obtaining Services for VIP
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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:
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- 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).
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 responsibilities 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
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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
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as follows:
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- 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:
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- Sponsor’s contact information, including the following:
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- 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:
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- USFID (aka U#)
- NetID
- 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
- Blackboard
- Once you have been identified as a Sponsor, please send an email to
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with the following information for each of your VIP(s):
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- The Person’s Personal Information (this is the person who will be the VIP):
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- Legal First Name
- Legal Last Name
- Date of Birth
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USF is required under Florida law to provide written notice to persons submitting Social Security Numbers of their potential uses by USF.
- An IT-Security Team member will contact you to obtain the SSN for your VIP(s).
Please Note: Do not send this sensitive information in an email.
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- Information regarding VIP’s Assignment:
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- 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):
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- 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
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For additional information about NetID and other IT services, please visit the following helpful websites:
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