Navigating UCF Sponsored Account Requirements: A Comprehensive Guide

The University of Central Florida (UCF) offers sponsored accounts to individuals who require access to university technology resources but are not directly affiliated with the institution as employees or students. This article provides a detailed overview of UCF sponsored accounts, including their purpose, eligibility, application process, and associated requirements.

The Purpose of UCF Sponsored Accounts

UCF sponsored accounts are designed to provide temporary access to university technology resources for individuals who have a legitimate need for such access in connection with official university business. These individuals may include associates, consultants, contractors, or guests who are collaborating with UCF departments or faculty members.

An electronic Sponsored Account process has replaced the old form.

Eligibility for UCF Sponsored Accounts

UCF sponsored accounts are available to non-UCF affiliated individuals who require access to technology resources during their temporary affiliation with UCF. These individuals must be sponsored by a full-time UCF employee, such as a head of business unit, department, faculty member, or administrator.

The UCF Sponsored Account Application Process

To request a UCF sponsored account, a full-time UCF employee must use the UCF Sponsored Accounts Application. This application is used to request sponsored guest account provisioning, de-provisioning, and renewal requests.

Here's a step-by-step breakdown of the application process:

Initiation by UCF Employee: A full-time UCF employee (the sponsor) initiates the process through the UCF Sponsored Accounts Application.
Request Submission: The sponsor submits a request for a sponsored account for the non-UCF affiliated individual (the sponsored guest).
Information Input: In the application form, it is required to fill out the boxes with an asterisk (*). You will also need to check the “sponsored guest agreement” box.
Agreement to Terms: Checking the box is an agreement for users who have access to use UCF IT systems; agreeing that if they gain access or acquire any confidential personally identifiable information that they will safeguard it. You normally will not get access to any information of this type and you are NOT authorizing use of your information.
Review and Approval: The application is reviewed to ensure that the sponsored guest requires access to UCF IT systems and the sponsor understands the responsibility to protect data.
Account Creation: Upon approval, a sponsored account is created for the sponsored guest.
Notification: The UCF Sponsored Account Application notifies the sponsor and sponsored guest of needed actions as well as status updates on when account was created or disabled but does not provision any services to the account.

Account Duration and Renewal

Accounts are granted to persons for official university business for a maximum length of one (1) year unless otherwise stated. Sponsors may opt to renew the account after the initial year by using the UCF Sponsored Account Application’s renewal process.

Responsibilities of Sponsors and Sponsored Guests

Both sponsors and sponsored guests have specific responsibilities related to the use of UCF sponsored accounts:

Sponsors:

Ensure that sponsored guests use the accounts only for official university business.
Monitor the activities of sponsored guests to ensure compliance with UCF policies and procedures.
Request de-provisioning of accounts when they are no longer needed.
Adhere to UCF policies regarding data security and privacy.

UCF Policies and Regulations

Office of International Collaboration and Export Control

The Office of International Collaboration and Export Control supports the UCF community by assisting with regulatory and institutional compliance requirements related to export control and mitigating the risks related to inappropriate foreign influence.

The International Collaboration Manager oversees the day-to-day teams operations of the Office of International Collaboration and Export Control, to include institutional compliance with laws and regulations related to foreign influence and foreign engagements. This position serves as a subject matter expert for the university community on foreign influence laws and regulations and UCF policy requirements related to foreign engagements, export control laws, foreign influence regulations and UCF foreign influence policies and procedures.

Read also: Empowering the Workforce

Foreign Influence and Export Control

UCF is committed to complying with all applicable laws and regulations related to foreign influence and export control. Sponsored guests who engage in international activities or access controlled technologies may be subject to these regulations. It is the responsibility of the sponsor to ensure that sponsored guests are aware of and comply with these requirements.

Performs independent advanced/intermediate regulatory research on issues related to foreign influence. Works directly with the University community to implement institutional-wide foreign influence policies and procedures and provides regulatory and compliance advice related to foreign influence to the University community.

Consults with the OICEC Director to author and issue guidance to faculty, staff and students related to foreign influence requirements. Assists with the development and implementation of foreign influence policies, procedures, and related forms. Monitors compliance with UCF's foreign influence program. Manages and input acquired record keeping data into appropriate OICEC databases. Conducts training sessions for UCF faculty, staff and students related to foreign engagement activities and cross train with the export control team.

Travel Expenditures on Contracts & Grants (C&G) account

To ensure appropriate monitoring of awards, the UCF Office of Research is required to review certain categories of travel expenditures to confirm they are allowable on a specific Contracts & Grants (C&G) account. A Spend Authorization must be created in Workday prior to the travel date, in accordance with Florida Statute §112.061. This is the university’s formal document for travel approval. The travel requisition is routed to the Office of Research (OR) for approval. If sponsor approval is required, OR will consult the PI before contacting the sponsor. OR’s review is solely to determine allowability per the award’s terms. International travelers on federal grants may qualify for exemptions but must obtain prior authorization. International travel with UCF-owned equipment may be subject to export control restrictions.

Equipment Purchases for Allowability

Federal Property Control System Analysis regulations require the Office of Research to review all C&G equipment purchases for allowability. Prior to making a purchase (via requisition, computer store, expense card, or PCard), the PI or designee must submit a requisition in Workday. If agency approval is required, OR will consult the PI before proceeding. This decal data must be included in the Workday record so Property and Inventory Control can apply the correct identifier.

Personnel Policies for C&G-funded Projects

Personnel policies for C&G-funded projects follow the same procedures used for departmental (E&G) funding.

Addition Financial and UCF

Addition Financial is proud to be the official financial institution of the UCF Knights! Why UCF Knights choose Addition Financial: Since 1937, Addition Financial has been an advocate for financial education and the financial wellness of the communities we serve. No matter where our members are on their financial journey, we’re committed to helping them meet their financial goals. Focus more on living your best college life and less on banking fees with a Student Checking account from Addition Financial. It’s more than a card design … Spend-with-pride when you choose one of our exclusive UCF Knights debit card designs available with any checking account. These cards feature digital issuance, allowing you to access your card instantly through our top-rated mobile app. Whether you're grabbing a coffee on campus, shopping online, or renewing your season tickets, your UCF Knight debit card is always ready to use. Go Knights! Addition Financial Arena - Home of the UCF KnightsWe like UCF so much that we put our name on it… the arena, that is. This annual speaker series held in Downtown Orlando is open to the local business community, alumni, and friends of UCF.

Benefits of Using Addition Financial

Pay Early: With Pay Early, funds from an eligible incoming electronic direct deposit may be available for your use up to two days before the scheduled deposit date. Not all direct deposits are eligible for Pay Early. Eligible direct deposits are limited to verified regularly scheduled electronic direct deposits of your payroll, pension, and government benefit payments. Early availability of direct deposits is not guaranteed. Transaction limits and risk screening processes apply.
ATM fee rebates: ATM fee rebates are specific to the AFCU fee for transacting at a non-Addition Financial ATM. Rebates do not cover ATM fees charged by other financial institutions or ATM owners. Student Checking is eligible for a maximum of 4 foreign ATM fee rebates a month.
AddsUp Savings Program: Enrollment in the Debit Card AddsUp Savings Program the credit union will round up your debit card purchases to the nearest whole dollar and transfer the difference to your Share Savings Account. The program is subject to change or cancellation.
Rate Discounts: A loan discount cannot be applied to credit cards. Consumer loan rate discount applies to newly funded vehicle loan or new signature loan origination only. Rate discount terms and conditions are subject to change. The mortgage rate discount requires Premier Credit Card, and active consumer loan. Applies to new real estate loan origination only. Mortgage discount does not apply to variable rate products. Rate discount terms and conditions are subject to change. Loans are subject to credit approval.

tags: #UCF #sponsored #account #requirements