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Third Party System: procedures for sponsoring departments

Introduction

When a third party requires access to UCT facilities, the hosting department uses the Third Party System to sponsor this access.

NOTE:
If your guest / third party is visiting UCT for a few days only, and requires nothing other than WiFi and internet access, don’t register them as a third party. Instead, register them for Guest WiFi Access.

 

Who can use the system?

Any UCT staff member may use the Third Party System. However, in order for third party accounts to be created, the staff member's line manager or HOD must approve the request.

 

NOTE:
If the Third Party System is unavailable, ask your HOD to complete, sign and send a BAS03 form to Access Control.

  1. Ask the new third party to fill in a BAS03 form - which will capture their personal details and access requirements (physical, network, email, library, online learning). When they're done, please ask them to then print, sign, scan, and send it to you.
    • For security purposes, we advise that they do not simply send the Word document back to you via email - but rather send it to you as a scanned document.
  2. Check that the required access falls within the third party role model.
  3. Log on to the Third Party System using your UCT credentials.
  4. Search the system for this person (in case another department has already registered them).
  5. Once your line manager or HOD has approved the request, the system will send the third party confirmation, their automatically-generated third party number, and further instructions.

 

NOTE:
If the Third Party System is unavailable, ask your HOD to complete, sign and send a BAS03 form to Access Control.

  1. Ask the third party to fill in a BAS03 form with their updated personal details and access requirements (physical, network, email, library, online learning). When they're done, please ask them to then print, sign, scan, and send it to you.
    • For security purposes, we advise that they do not simply send the Word document back to you via email - but rather send it to you as a scanned document.
  2. Check that the required access falls within the third party role model.
  3. Log on to the Third Party System using your UCT credentials.
  4. Search the system for the person, in case they have been previously added.
  5. On the search results page:
    • To renew access: Expire the person’s access, then renew it again by adding an access authority. Note that when extending a third party's access, the maximum access period allowed is six months.
      To update details or access: Update the relevant details.
    • For administrative purposes, once you've captured the third party's details in the system, please retain the completed BAS03 form.
  6. Once your line manager or HOD has approved the request, the system will send the third party confirmation and further instructions.

Terminate a third party’s access

NOTE:
If the Third Party System is unavailable, ask your HOD to complete, sign and send a BAS03 form to Access Control.

You can terminate a third party's access to UCT services at any time by logging in to the Third Party System then terminating their account. 

 

Get help

Before seeking assistance, check the Third Party System online help site for information about your issue. If you still need help: