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 BAS03a form to Access Control.

  1. Ask the new third party to fill in a BAS03a 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.

    Note:
    • For security purposes, we advise that they send a scanned or protected form that only you can open.
    • Ensure that they complete the ID/passport information, as this is required when requesting a third party account.
       
  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. Request a new third party account for this person by entering their ID/passport number.
    • If they’re already in the system, you will be alerted that the account exists, click Close to be redirected to the account renewals page, click Select to request third party access for the existing third party, edit their details and add new dates as required.
    • If they’re identified as a current staff member, then you will not be allowed to continue according to policy.
    • If they’re not in the system, complete the request for a new third party account.
    • For administrative purposes, once you've captured the third party's details in the system, please retain the completed BAS03a form in a secure location.
  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.
    • If applicable, note the third party number for future renewals.

NOTE:
If the Third Party System is unavailable, ask your HOD to complete, sign and send a BAS03a form to Access Control.

  1. Ask the third party to fill in a BAS03a 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 send a scanned or protected form that only you can open.
  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. Request third party access for the existing third party by entering their third party number or ID/passport number.
  5. On the Renew/Extend a Third Party Account page displaying the person’s account history:
    • Check their account Status: If their account is still active, and you click Select, the system will alert you that the active account will be expired, and re-enabled based on the new account renewal details.
    • To renew access: Click Select to renew it again by adding renewal details. Note that when extending a third party's access, the maximum access period allowed is six months.
    • For administrative purposes, once you've captured the third party's details in the system, please retain the completed BAS03a form in a secure location.
  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

Log in to the Third Party System then expire the account.

You can do this at any time as needed. However, there are certain circumstances under which the third party account must be terminated.

  1. The third party's time at UCT is ending earlier than planned: The person who requested the account must terminate the account on the third party’s departure date.
  2. The third party has become an official UCT staff member: The person who requested the account must terminate the account once the person starts using their UCT staff account (i.e. they log in to services using a staff number rather than a T-number).

Get help

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