Temporary Accounts

If you require access to UTSOnline but you do not have an active account for reasons such as your UTS contract ended or you’re between contracts, an active UTS staff member can request on your behalf the creation of temporary access to UTSOnline via the creation of a Temporary UTSOnline account. Also, if you are a UTS staff member who runs a UTSOnline subject, forum, or community, you can request Temporary UTSOnline accounts for external students/guests that do not have access to UTSOnline.

There are four different types of Temporary UTSOnline accounts:

Before embarking on requesting a Temporary UTSOnline account for yourself, you need to consider the following:

Do I already have an active account in UTSOnline? If unsure, contact the Human Resources Unit on 02 9514 1060 (email: HRClientServices@uts.edu.au) to confirm if you have an active contract at UTS. If you do, you will have an active UTSOnline account.
Other than UTSOnline, do I need access to other UTS systems such as UTS Wireless or the General Access Computer labs? If you do, please refer to the Temporary non-UTSOnline account section below.
I used to have access to UTSOnline. Would I still have the same level of access as before? No unfortunately. Temporary UTSOnline accounts are a separate UTSOnline account. This means that if you had access to a number of UTSOnline subjects under your old account, your Temporary UTSOnline account would have to be added into those UTSOnline subjects by an Instructor.

1. Temporary ‘New Staff’ accounts

This is generally requested for staff who are between contracts or whose contract is pending but require urgent access to UTSOnline. This type of account will remain active for 28 days from the day it was requested. During this time, the account holder will only have access to UTSOnline. After 28 days, this account will automatically be deleted, by which time it is expected that the staff member will be able to log into UTSOnline using their permanent staff ID account. This type of temporary account cannot be extended.

To request this type of temporary account, contact an active UTS staff member. They will have to complete an online form which can be accessed by clicking on the Request a temporary ‘New Staff’ Account link under the Forms for Subject Setup tab inside UTSOnline (see image below):

Once the online form is submitted by the UTS staff member, the temporary ‘New Staff’ account will automatically be created and the login details will be forwarded via email to the account holder.

2. Temporary ‘Non-UTS Staff’ accounts

This type of temporary account is available only to grant access to UTSOnline for up to 12 months, and only to a non-UTS employee such as someone who has left UTS or an industry professional. This temporary account has the option to be extended for a maximum of 365 days.

To request this type of temporary account, contact an active UTS staff member. They will have to complete an online form which can be accessed by clicking on the Request a temporary ‘Non-UTS Staff’ Account link under the Forms for Subject Setup tab inside UTSOnline (see image below):

When completing the online form, the UTS staff member needs to select the This person does not have any existing account option (see image below):

The UTS staff member then needs to nominate another UTS staff member in a position of authority such as a Dean or Subject Coordinator to approve this request. Once the online form has been submitted, the Learning and Teaching Systems team will contact the nominated authoriser to approve the temporary account request. Once approved, the temporary ‘Non-UTS Staff’ account will automatically be created and the login details will be forwarded via email to the account holder.

3. Temporary ‘Non-UTS Student’ accounts

This type of temporary account is available to allow short term access for people from outside UTS to participate in UTSOnline subjects such as short courses. This temporary account is generally associated with a UTSOnline subject.

To request this type of temporary account, the Instructor has to first create a .csv file with the following columns in this order:

Firstname of the account holder
Surname of the account holder
The accounts holder’s email address
The date (not greater than 12 months) when the temporary account will expire in yyyymmdd format e.g. 31st of December, 2015 = 20151231
The UTSOnline subject ID the non-UTS student will have access to

For example:

An Instructor can add as many non-UTS students as they like to the .csv file. Once completed, the Instructor needs to log a request with the IT Support Centre via ServiceConnect. When logging the request, the Instructor needs to attach to the ticket the .csv file that they created with the non-UTS student details.

Once the temporary non-UTS student account request is submitted to the IT Support Centre, the Learning and Teaching Systems team will first verify that the requestor is an Instructor in the UTSOnline subject(s) listed in the .csv file. Once verified, the .csv file will be processed which will result in the creation of the temporary non-UTS student accounts. Once the accounts are created, the requestor will receive an email with the details of the created temporary accounts. Also, each account holder will be sent an email with their UTSOnline login details.

4. Temporary non-UTSOnline accounts

This type of temporary account is either for:

Users who require additional access to systems external to UTSOnline such as UTS Wireless, or
Users who already have a temporary UTS account but require access to UTSOnline.

1. I do not have an existing temporary UTS account – If you require access to systems external to UTSOnline such as UTS Wireless or for accessing library resources, a temporary account request needs to be directed to the IT Support Centre before the account can be created in UTSOnline. The request to the IT Support Centre needs to be submitted by an active UTS staff member in a position of authority. Once the temporary account request is approved, the IT Support Centre will create the temporary account and then forward the login credentials to the account holder. At the same time, the IT Support Centre will forward the account details to the Learning and Teaching Systems team to add the newly created temporary account to UTSOnline.

2. I already have a temporary UTS account but require access to UTSOnline – If you already have a temporary account at UTS but require access to UTSOnline, contact an active UTS staff member as they will have to submit an online form on your behalf. To access the online form, the UTS staff member needs to click on the Request a temporary ‘Non-UTS Staff’ Account link under the Forms for Subject Setup tab inside UTSOnline. This is the same form used for requesting a new Temporary ‘Non-UTS Staff’ account. When completing the form, the UTS staff member needs to select the This person already has access to other UTS systems (eg. Labs or email) and I know their existing User Id option and then enter the account holder’s existing temporary account ID in the box provided (see image below):

When completing the online form, the UTS staff member needs to nominate another UTS staff member in a position of authority such as a Dean or Subject Coordinator to approve this request. Once the online form has been submitted, the Learning and Teaching Systems team will contact the nominated authoriser to approve the temporary account request. Once approved, the temporary account will automatically be created in UTSOnline and the account holder will be notified.

Extending a temporary UTSOnline account

The procedure for extending a temporary UTSOnline account differs for each type of temporary account:

Temporary ‘New Staff’ accounts – This temporary account cannot be extended. The supervisor/manager should first check whether account holder’s UTS staff account has been created and if not, follow this up with the Human Resources Unit on 02 9514 1060 (email: HRClientServices@uts.edu.au). If the account holder still requires urgent access to UTSOnline, a new temporary account request will have to be submitted.

Temporary ‘Non-UTS Staff’ accounts – This temporary account can be extended for a maximum of 365 days from the day of the extension request. To submit a request for an extension, an active UTS staff member will have to submit a Request a temporary ‘Non-UTS Staff’ Account form which is the same form used for requesting a new Temporary ‘Non-UTS Staff’ account. When completing the form, the option: This person requires an extension to their existing temporary UTSOnline account has to be selected and the account holder’s existing temporary account ID needs to be entered in the box provided (see image below):

When completing the online form, the UTS staff member needs to nominate another UTS staff member in a position of authority such as a Dean or Subject Coordinator to approve this request. Once the online form has been submitted, the Learning and Teaching Systems team will contact the nominated authoriser to approve the temporary account extension request. Once approved, the temporary ‘Non-UTS Staff’ account will be extended and the account holder will be notified.

Temporary ‘Non-UTS Student’ accounts – This type of temporary account can be extended for a maximum of 365 days from the day of the extension request. To submit a request for an extension, log a request with the IT Support Centre via ServiceConnect requesting the extension of these accounts and include the reason. The request must come from the person who originally requested the creation of the accounts, OR be authorised by that person, OR by the new incumbent if the person in that position has been replaced. When logging the request, a .csv file needs to be attached to the request with the following columns in this order:

The accounts holder’s temporary user ID (should start with the letter ‘m’ followed by 7 digits e.g. m0034567)
The date (not greater than 12 months) when the temporary account will expire in yyyymmdd format e.g. 31st of December, 2015 = 20151231

For example:

Temporary non-UTSOnline accounts – To extend this type of temporary account, a request needs to be submitted to the IT Support Centre via ServiceConnect requesting the extension of this account and include the reason. Once the IT Support Centre extends the temporary account, the request will be forwarded to the Learning and Teaching Systems team so that the temporary account in UTSOnline can be extended as well.

Deleting a temporary UTSOnline account

To delete a temporary UTSOnline account, a request needs to be submitted to the IT Support Centre via ServiceConnect by an active UTS staff member in a position of authority.