What is a Guest Sponsor?
A Guest Sponsor is a designated individual within a department who initiates and sponsors a Guest request. The Sponsor serves as the primary business contact and is responsible for endorsing the Guest's need for access.
Important: The Guest Sponsor must belong to the same department as the Guest request.
As a Guest Sponsor, your responsibilities include initiating the Guest request in the system, ensuring the Guest information submitted is accurate and complete, providing business justification for the Guest's access, adding notes or comments to support the request if needed, reviewing the request details prior to submission, submitting the request for processing and approval, and serving as the primary point of contact for the Guest during the request lifecycle.
Once the request is submitted and approved, it is routed to the appropriate Guest Admin (or processing team) for fulfillment.
Who can serve as a Guest Sponsor?
Guest Sponsors must be active employees authorized to sponsor Guests for their department. Guest Sponsors must be selected from the same department associated with the Guest request. Departments may define additional internal criteria for who is eligible to act as a Guest Sponsor.
How do I find the official name of my department to share with my Guest?
You can look up your own record in the Rutgers Online Directory at:
http://search.rutgers.edu/people.html.
The directory displays official department names directly from the Human Resources system. Your department's official name appears under the Postal Address section of your directory record.
I am not listed as a designated Sponsor for my department in the Guest Request form. What should I do?
You can still proceed with the request. Provide your Guest with your official department name and your official Rutgers email address. When completing the Guest Request System online request form, your Guest should select "Other" and then enter your email address. You will still receive the request and be able to provide your approval as the sponsor.
How do I become a designated Sponsor for my department?
If your name does not appear in the designated Sponsor list for your department, please follow the instructions outlined in the Request for Designated Sponsor process. Once approved, your name will be added to the Sponsor list for future requests.
When and how will I be notified of a Guest request that needs my approval?
As soon as a Guest submits a request listing you as the sponsor, you will receive an email at your official Rutgers email address (as listed in the online directory). This email will include a direct link allowing you to review and provide your approval.
I have submitted my approval. What happens next?
After you approve the request:
- The request is reviewed and processed by either your department's Designated Guest Admin or the OIT Help Desk.
- You and your Guest will receive a confirmation email once processing is complete.
- Your Guest must activate their NetID by following the instructions included in that email.
Why does the request need to be processed by a Guest Admin?
Guest Admin review is required to prevent identity collisions. Guest Admins verify submitted information against existing identities to ensure accuracy and protect system integrity.
Can I be both Sponsor & Guest Admin for the Guest I approve?
A Sponsor must not act as the Guest Admin 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.
Can I track the status of Guest requests that require my approval?
Yes. You can view and monitor all pending requests and their current status using the Guest Request System – Track Requests feature.
Can I submit a Guest request on behalf of the Guest?
Yes. Sponsors are permitted to complete and submit the Guest Request on behalf of the Guest if needed.
Will I receive notifications when my Guests are approaching expiration?
Yes. You will continue to receive Guest Expiration reminder emails beginning 30 days before the Guest's expiration date.
I already receive Guest expiration notices. What has changed?
In addition to receiving expiration notification emails:
- You can now approve or decline extensions directly as a sponsor
- This eliminates the need to separately contact your department's Guest Admin to extend a Guest's role.
How to change a Sponsor?
To request a change in Sponsor, please create a support incident ticket:
- Go to: IDM-Support
- Select "IDM Support" from the Help Desk drop-down.
- Enter the Sponsor change details and submit the form to create an incident ticket.
- Please specify the old and new Sponsor along with the reason for the change.
- Tickets are assigned to: EAS - Identity and Access Management.
I am leaving the organization and would like to delegate my Sponsorship to a new Sponsor. What should I do?
To request a change in Sponsor, please create a support incident ticket:
- Go to: IDM-Support
- Select "IDM Support" from the Help Desk drop-down.
- Please specify the old and new Sponsor along with the reason for the change.
- Submit the form to create an incident ticket.
- Tickets are assigned to: EAS - Identity and Access Management.
The Identity Management support team will contact the new Sponsor to obtain approval and acceptance of the Sponsorship role.
