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External User Access

Summary

External users (ie. those without a HR record) need to be set up very specifically in the People Database in order to get access to systems such as the Learn VLE and email.

Different settings are required depending on whether you want your external user to only access the VLE, or to access the VLE but also have access to other IT systems such as email.

Warning

This document details the process as best we understand it, but as we are not experts on the People Database (which is where most of the process occurs) it is possible that our guidance here is not complete. If you are a People Database Administrator and you’re aware that the below information is incorrect or unclear do please contact us to let us know.

Option 1: Access to VLE only

To gain access to the VLE your external user(s) will first need temporary People Database accounts creating by the People Database Administrator (PDA) of your Department.

  1. Locate your department’s PDA and contact them to request the account(s)

  2. Advise your PDA that when they create the account(s) it will need to be set as

    i. Associate Type: "External Associate"

    ii. Subtype: either "School student/teacher" or "non-accredited student" (no other subtype will work).

Option 2: Access to the VLE plus a UoY IT account (email, etc)

To gain access to the VLE your external user(s) will first need temporary People Database accounts creating by the People Database Administrator (PDA) of your Department.

  1. Locate your department’s PDA and contact them to request the account(s)

  2. Advise your PDA that when they create the account(s) it will need to be set as

    i. Associate Type: "Associate"

    ii. Affiliate Type: (whichever is relevant; usually “Staff” is selected for Staff)

Once set up in the People Database...

When the account's been made in the People Database nothing is sent to the user automatically. PDAs need to generate and send the welcome email manually, (the PD should generate a template welcome message that can be sent as an email or printed and posted if needed, etc).

The welcome email contains a link to the IDM and asks the user to register. Registration involves accepting the IT Services Usage Policy/T&Cs etc, setting up security questions, and then changing their ITS password. Once registered the external user should then appear within the VLE under the same username within 24-48 hours.

As soon as the account appears within the VLE you will be able to enrol the external user on to any required VLE site(s) as usual; give them the relevant role as required. We strongly advise against using the "Guest" role.