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The Visitor Problem

(Or, how do I accommodate non-Yale people who need access to Yale systems if I can't create accounts for them myself? )

It is a common misconception that it's either impossible or difficult to get NetID's for people who are not full-time employees or students at Yale.  This is NOT TRUE.

Individuals such as casual employees, visiting scholars and others such as support staff from outside companies are eligible for NetID's.

• Assignment of a netID to a user is done when a record is opened for an individual in the University's HR database.  Then, after an overnight processing cycle, it becomes available for activation and use after the User Accounts office assigns a PIN.  Faculty members, regular employees and students, by default, are assigned a NetID. 

• Casual employees are eligible for NetID's but, as they don't have a record in the HR database automatically, they must follow the procedures for "Non-Employee Access".  This is a simple procedure that involves filling out a form that must then be submitted by the Business Manager to Human Resources (HR) with a request that the person have a computer account created. Once the HR record is in place (which only takes 10-15 minutes) the above process takes hold and User Accounts can assign a PIN to that use the next business day.

• Other people using Yale facilities, such as visiting faculty from other institutions or vendor support staff, can also obtain a NetID and computer account via the same procedure by completing and submitting the same form via a business manager. The account request can optionally include a termination date so accounts can expire automatically. If there are any questions about this form please contact Human Resources or your business manager.

• Entries in the HR system can be made as far as one year in advance and marked to become active on a specified start date.  30 days before the start date the record becomes viewable to User Accounts so it can be assigned a PIN at that time and activated by the user.  This means that if a group is aware that a person is coming who needs access to their systems, the required information can be collected and submitted so that they can activate the account as soon as they arrive.
  

Related Links:

• Policies and Procedures on Non-Employees: Directory Listing and Access Privileges
  • http://www.yale.edu/ppdev/Procedures/hr/NonEmployeeAccess/toc.htm
     

• Downloadable versions of the the Non-Employee Data Collection Form
  • http://www.yale.edu/ppdev/HR/NonEmployeeAccess/forms.htm
     
• Required Fields:  (Generally the fields in bold on the form)
  • Name (First and Last)
  • Gender
  • The person's SSN
  • Address
  • Your organization (usually the "Org Code")
  • The Job/Position identifier ("Associate" is sufficient in most cases)
  • The start and end date for when the person will be at Yale (the last two lines on the form)
  • The authorization of your business manager.

• Where to send the completed form:
   
  • If your area falls under the Provost: Deborah Petroskey  (Fax 432-8031).
  • All others except the Medical School: Marilyn Butanowicz (Fax 436-4240).

For the  few cases where advance notice is not given of the arrival of a visitor who must immediately have access to Yale systems or the number of transients is so high that this process becomes unfeasible, then we strongly urge creation accounts on the local resources and/or/ machines needed to accomplish the task.