What is a Guest Admin?
A Guest Admin is a designated individual within a department who is authorized to process Guest requests after sponsor approval. As a Guest Admin, your responsibilities include reviewing the information submitted by the Guest, reading any notes added by the Guest or Sponsor, reviewing potential identity matches in the system with similar personal information, and confirming whether the Guest already exists in the registry or is a new individual.
Segregation of Duties: Sponsors vs. Guest Admins
To maintain security, accountability, and compliance, Sponsor and Guest Admin roles must remain separate and distinct. A Guest Admin must not act as the Sponsor for the same Guest request. This separation of duties helps prevent conflicts of interest, reduces the risk of unauthorized access, and ensures proper oversight throughout the Guest onboarding process.
Notifications
Once the request has been processed, automated notification emails are sent to the Guest, the Sponsor, and you (the Guest Admin).
Who serves as Guest Admins for departments?
RBHS (Rutgers Biomedical and Health Sciences) departments designate their own Guest Admins, also referred to as Guest Patrons. Non-RBHS departments do not need to designate Guest Admins. Guest requests for these departments are processed by the OIT Help Desk.
How do I become a Guest Admin for my department?
If you are part of an RBHS department or the Central OIT Help Desk, submit a
Request for Guest Admin
using the official request process. Once approved, you will be authorized to process Guest requests for the specified department.
How will I know when a Guest request is waiting for processing?
Please check Knowledge Article
KB0019528
.
How do I check whether a Guest already exists in the system?
Please check Knowledge Article
KB0019528
.
What if I am unavailable to process Guest requests?
Departments may designate multiple Guest Admins. Any Guest Admin assigned to your department can process requests.
How can I track Guest requests for my department?
Please check Knowledge Article
KB0019528
.
Can I process requests for multiple departments?
Yes. You may serve as a Guest Admin for multiple departments. To do so, submit a
Request for Guest Admin
specifying the additional departments.
What emails will I receive as a Guest Admin?
You will receive notifications at your official Rutgers email address when:
- A Guest request is waiting for processing.
- A Guest request has been completed.
Can I correct information submitted by a Guest?
Please check Knowledge Article
KB0019528
.
Do I need to process Guest expirations?
No. All extensions and renewals are managed directly by the Sponsor.
