From the KnowledgeBase
Below please find introductory policy and procedure information regarding Princeton University's Guest Account Provisioning (GAP) service.
Solution:
With an online tool, you can request and sponsor a Princeton University
"guest account" for a person not directly affiliated with the
University,
to allow the person access to a specific Web-based application over
which
you have authority.
- General Questions
- Help and Instructions for Guest Account Sponsors
- Help and Instructions for Guest Accounts
- Help for Application Developers
What can someone
with a guest account do?
A guest account allows a person
not directly affiliated with the University the ability to authenticate
to
a specific web-based resource at Princeton. Such a resource can be a
SharePoint
or Roxen site or any other Web service that uses Princeton
authentication
services to authorize access.
Guest accounts do not provide general access to Princeton University IT services, only to the specific Web application(s) for which authorization has been given.
Who can sponsor
a guest account?
Only Princeton University faculty and staff
may sponsor a guest account. Note: University generic or service NetIDs
may
not be provided as the identity of a sponsor: the faculty or staff
member
must specify his or her own individual ID.
Who can be a
guest?
Any person that does not have use of a Princeton University
account (including departmental computer user account) but does have an
e-mail
address elsewhere may be given a guest account for a specific Web-based
application. The guest account is extended when the Princeton sponsor
feels
participation by the outside guest is necessary for success of a
University
mission.
How do I obtain
a guest account for a non-Princeton person?
A guest account
is requested by the sponsor. The sponsor must be a member of the
faculty
or staff of Princeton University. Use the steps below to create a guest
account.
- Log into the Guest Account Provisioning service. If this is the first time a sponsor accesses the service, s/he will be prompted to agree to the Terms of Use.
- Click the "Add Guest Account" button.
- Enter the e-mail address of the prospective guest and select an expiration date for the account. Guest accounts can be activated for up to one year. The guest's e-mail address ordinarily will become the Princeton University guest account netID. (If there is a conflict with an existing ID, a message will ask that a different e-mail address be provided.)
- E-mail is sent on behalf of the sponsor to the prospective guest, indicating that a guest account has been created. The guest has seven days to activate the account by completing the guest account registration form.
- The prospective guest navigates to the guest account link included in their e-mail and completes the guest account registration form (including setting a log-in password).
- Once the registration form is submitted, the guest account is activated. The sponsor is sent e-mail stating that the guest account is active. The guest account can then be used to authenticate to the specific Web-based application at Princeton. NOTE: Additional permissions (authorization) may need to be given to resources (such as SharePoint or Roxen) before the guest can access the resource. The sponsor will need to take steps appropriate to the resource to gain that access; please see the individual service website for specific instruction.
How many guest
accounts can I create?
A sponsor can sponsor a total of 25
guests.
I'm leaving the
University and have sponsored guest accounts. What happens
to them when I leave?
Guest accounts are active only so long as they are
associated with a valid sponsor. When a sponsor leaves the university
and
the sponsor's own account is disabled, all accounts associated with
that
sponsor are disabled as well. The sponsor can contact the OIT Help Desk
at
258-HELP(4357) and request that the guest accounts be transferred to
another
faculty or staff member who has agreed to be responsible for these
guests.
However, the Help Desk also will need confirmation from that
party.
Help and Instructions for Guest Accounts
What is a
validation e-mail? I never got the validation e-mail.
When a guest
account is created by a sponsor, the guest is sent email containing a
validation
code that is needed to complete the guest account registration form.
Some
Internet e-mail systems (notably Yahoo.com) may detect the e-mail as
spam.
Be sure to check your spam/junk mail folder before contacting the OIT Help
Desk at 258-HELP(4357).
How do I get
access to SharePoint or Roxen?
If you have any questions regarding
how to access a particular application, you should work with your
sponsor.
Your account sponsor needs to make provisions to grant you
authorization
to the resource(s) they want you to access. If you have any questions
about
who your sponsor is, you can find their information in the original
e-mail
notification of your guest account. You can also look up your sponsor
at
any time by navigating to the Guest Account MyInfo
page.
I registered my
account, but I can't log in! Help!
There are several reasons
why you may be having difficulty logging in to your guest account.
- You
are not typing your guest account correctly.
A guest account is the same as your email address (ie: myname@gmail.com). It is a common mistake to drop the text after the @. Guest accounts are in the same form as a valid e-mail address. This differentiates them from "regular" Princeton University NetIDs.
- You
are not typing your password correctly.
If you've forgotten your password, you can reset your password. Go to the Guest Services page and request a reset code to change your password.
- You
are not authorized to login to the site.
Some applications require additional permission (authorization) before they can be accessed. You will need to coordinate with your guest account sponsor to obtain the proper access to an application.
