ITS Service Guidelines and Information
ITS-UU1
University Username/ID Card /Library Access
The University Username/ID Card/Library Access UU1form is to request a username for people who are not
members of staff (i.e., not on the University payroll) or are not enrolled students of the University of Otago.
A University of Otago username is required to:
• access a variety of services provided by the University (e.g., Blackboard, E‐mail, Library, PIMS, etc.).
• obtain a University ID card.
• authenticate (identify) a person.
Access to IT Services
• Separate authorisations are required for services managed by Information Technology Services (ITS) – for
example: Blackboard, Email, Financial Systems, PIMS, Student Records system, etc. Application forms for
services are available on the ITS website:
www.otago.ac.nz/its/help/serviceappforms.html
• The applicant is required to agree to and comply with the:
- University’s computer regulations:
www.otago.ac.nz > Administration > Policy Database >Information Technology Policies
- University and Identity Card Policy:
- www.otago.ac.nz > Administration > Policy Database >Administrative Policies>University and Identity
Card Policy
Multiple Usernames
If multiple usernames are required (e.g., for a course or for non‐OU students at Colleges of Residence), contact
the HelpDesk directly. Individual forms for each person may not be necessary (e.g., if five or more usernames
are to be created).
Completing the Form
Applicant Details - the following information is required:
• Last/Family name
• First Name(s)
• Date of Birth
• Postal Address
• Signature
• A contact phone number or email address
Department Details - the sponsoring department to complete
Category: please indicate type of application
• Staff: categories include:
- Contract Staff — this includes visiting consultants not on the University payroll. Please indicate the
Company Name.
- Centre for Innovation — staff based in the Centre for Innovation
- Emeritus Professor
- University of Otago Foundation Year Staff
- University of Otago Language Centre Staff
- Research Staff — people who are not employed directly by the University, but are
- working within/for the University in a research position
- Visitor — people visiting the University for a period of time (e.g., sabbatical).
- Clinical Lecturer (Medical Schools only)
- Other Non‐OU Staff – please specify
• Student: categories include:
- Otago University Foundation Year (OUFY Student)
- Otago University Language Centre (OULC Student)
- Other Non‐OU Student – please specify. Note: if you require an ID card, access to University provided
student support services and/or the student internet service there are costs associated with these. See the
Costs section below.
ITS Service Guidelines and Information
ITS-UU1
University Username/ID Card /Library Access
• Other: for Library access
- Otago graduate
- Retired staff – retired University staff
- Other – please specify
ID Card
ID cards are obtained from the ID Card Office located in the Information Services Building. Photo
ID (Passport, Drivers License (NZ Only), 18+ Card, Firearms License) is required for verification.
University staff ID card: required for general identification and library borrowing. After‐hours
building access is organized through your department.
University student ID card: required for general identification, access to Student Support Services
on campus including Student Health, Recreation Services, Unipol Sports Centre, Library borrowing,
and some student computing services (e.g., after‐hours access to Computer Resource Rooms).
Costs
• University ID card only: $17.40 (incl. GST)
• Student support services access (welfare levy): $290.31 (incl. GST)
• Student Internet access fee: $45.08 (incl. GST)
A University account code must be supplied for ID Card only applications as an external invoice will not be
generated for amounts less than $25.
Off‐campus access to Library E‐resources
Access to online resources is made available solely for the purpose of teaching, academic research or private
study by the individual applicant. Use for commercial purposes, paid or unpaid, including commercial research
is not permitted.
Definition of University Staff
For the purposes of this policy, the University Library is defining University staff as members of the University
by virtue of:
• being employees on the University payroll.
• being listed in the University Calendar staff listing or will be listed in the year following their appointment
including Emeritus professors.
• a signed and authorised agreement (signed by the relevant Dean or Pro Vice‐Chancellor) to provide teaching,
clinical supervision or research services to the University.
Termination Date for Username
The maximum end date is 31 December of the following year
Reason
Please indicate the reason that the username/ID Card is required.
Approval Details
This must be the appropriate Head of Department or Delegated Authority
Where to Send the Form and Further Information or Assistance
ITS HelpDesk (Fax: (03) 479‐8577) ph: +64 3 479 8888 or 0800 479 888 email:
helpdesk@otago.ac.nz
• Allow two working days for the application to be processed.
• The sponsoring department will be notified of applicant username and services.