University of Ulster - Information Services - ICT Customer Services Division: RAD Visitors

University employees who wish to sponsor a Visitor's application for IT services must initiate the process by either sending an email to the visitors for self-registration as in Scenario 1, or creating a Visitor Record on our online system as in Scenario 2. Once the Visitor's IT access code (V code) has been created, the sponsor must then confirm the application by Approving the Visitor Record.

Stage 1
Initiating the Visitor's Application

For Sponsors: Please follow either the Scenario 1 route or the Scenario 2 route as applicable to your circumstances.

Scenario 1: Sponsor sends an email with a secure web link for the visitors to self register their details with the system.

The sponsor sends an email to the visitors with the following information:

The web link to self-register: https://uuoas.ulster.ac.uk/visitor
The reference number, i.e. the sponsor's ecode but without the letter "e". (for e.g. if your ecode is e1040376 you would send it as 1040376)
The start and end-date of the conference/event.
The University department organising the conference/event.
The purpose of visit.
The University campus he/she will be visiting.

Upon receiving this information, the visitors will be able to self-register with the system. The sponsor would then be able to "Approve Visitors" as described in stage 2 below. [ Please see stage 2: Confirming the Application]

[OR]

Scenario 2: If the visitor is unable to self-register, the sponsor can register the visitor's detail on behalf of the visitor.

1. Sponsors should obtain key information from the Visitor:

name and gender
email address
date of birth
visitor's department and organization details.

2. Log into the Visitors Online Approval system (via the link below) using your Ecode and National Insurance Number http://uuoas.ulster.ac.uk/sponsor

3. Select the option Create Visitor Record

4. Enter the visitor's details into the online form and, in the Terms of Service section, press the Agree button.

5. On the subsequent screen, check that the information is correct and press the Submit button. (There is a Go Back option and an Update option, if any information needs to be amended.)

6. The sponsor should then "Approve Visitors" as described in stage 2 below [Please see stage 2: Confirming the Application]

Stage 2
Confirming the Application

1. Return to the main Approval Menu (see link below).

2. Select the option Approve Visitors.

3. In the list of registered visitors, choose the individual you have just registered and click on the Approve option.

4. In the subsequent screen, press the Approve Visitor button.

5. In the refreshed screen, note the V-code that has been assigned to the visitor.

Stage 3
Informing the Visitor

If the visitor has supplied an email address, the V-code will be forwarded to them automatically.

If no email address has been submitted during registration, it is the sponsor's responsibility to ensure that the V-code information is forwarded to the visitor.