A third party is a person who requires access to one or more of UCT’s facilities for a limited period (typically not exceeding six months).
A third party is neither a UCT staff member (T1, T2 and T3 contract staff and permanent staff) nor an enrolled student.
Examples of third parties are:
Employees of contractors undertaking outsourced functions
Employees of agencies such as NRF and MRC
PGWC staff
Consultants
Commercial tenants leasing University premises for private use
Visiting lecturers
Historically, access to UCT facilities by a third party was granted to visitors by Access Control on presentation of an authorized form by the visitor or a sponsoring member of staff.
The UCT Third Party System replaces the forms that were presented to Access Control by the visitor or a sponsoring member of staff for a third party who requires access to UCT facilities.
The access cards issued by Access Control enable third parties to access buildings, and specific doors, if necessary.
If a third party needs to use the library facilities then the sponsoring department uses the UCT Third Party System to capture these details and any vehicle parking requirements. After collecting their access card, the third party then needs to complete:
For parking access: the TA01 - Staff parking application & renewal form after which a parking disk will be issued to display on the vehicle window.
For library access: In the Access and Membership page (UCT Libraries website) select the applicable third party role and follow the How to join instructions. An access card will need to be issued and enabled to access the library and its resources, and, if authorised, its other facilities.
The UCT Third Party System allows:
An authorised staff member to record the third party’s details and all of his or her access requirements online via the Third Party System.
The third party data and access requirements to be communicated from the Third Party System, via the identity (ID) vault, to all consumer systems (e.g. Access Control system, Traffic Control system, Library Management System).
The benefits of the UCT Third Party System are increased efficiency, reduced rework, improved data accuracy and improved security.
Authorised staff members record third party details and all of their access requirements online via the Third Party System.
The event log is populated each time a third party record is added to, changed on or deleted from the third party table.
All third party data that has been changed (i.e. added, changed or deleted) since the last extract is used to update the ID vault records accordingly.
A similar process ensures that the ID vault is kept up to date with all changes that have taken place on the staff and student databases.
A subset of all party data (i.e. staff, students and third parties) that is relevant to the consumer systems (e.g. Traffic Control System, Access Control System) is extracted from the ID vault into a SQL Server table that is used to update the consumer system databases.
See:
Structure: UCT Third Party System
Policy: Roles and responsibilities of Third Party System users