Vendor Access Request

Use this workflow to request ITS access for a vendor, consultant, or technician hired to provide consulting, repair, or support services for an N.C. A&T information resource.

Overview

Request ITS service(s) for a person hired to provide consulting, repair, or support services for an N.C. A&T information resource (for example, data, an application, or a system).

The university sponsor, an N.C. A&T employee responsible for the vendor, must complete this request and accept the sponsor conditions at the end of the form.

Important:

  • Do not use this form for an event vendor supporting an upcoming campus event. Use the Event Access Request workflow instead.
  • Only the university sponsor should submit this request.
  • Submit the request at least 5 business days prior to the vendor start date to avoid processing delays.
Who Should Submit This Request?

This form should be completed by the N.C. A&T employee sponsoring the vendor engagement. The sponsor is responsible for the vendor’s access to university technology resources and for confirming required background-check and policy information.

Use this form when the vendor/consultant/technician needs access related to university information resources such as:

  • Systems or applications
  • Data or databases
  • Network access required to perform contracted support or repair work
  • Other IT resources needed for consulting or technical support services
Before You Begin

Gather the following information before starting the form:

  • Vendor company name and address
  • Consultant/technician name, phone number, and email address
  • Vendor start and end dates
  • Systems/applications the vendor needs to access
  • Description of the work to be performed
  • Whether work will be remote, on campus, or both
  • Required network access types
  • Background check verification details from the vendor
  • Whether the person will work with minors
How to Submit a Vendor Access Request

Submit your request through the Service Portal:

Vendor Access Request Form

If the person is supporting a campus event rather than an information resource engagement, use the Event Access Request form instead:

Event Access Request Form

Completing the Form

Use the guidance below when completing required fields. Fields marked with an asterisk (*) are required. When a field does not apply, enter N/A where the form allows.

Requestor Information

University Sponsor *

Select the N.C. A&T employee responsible for the vendor. This person accepts responsibility for the vendor’s use of university technology resources.

Acct/Dept *

Select the sponsor’s account or department.

Phone Number *

Provide a phone number where ITS can reach the sponsor if clarification is needed.

Location * / Room Number

Select the sponsor’s campus location and enter a room number if applicable.

Vendor Information

Vendor (Company) Name *

Enter the legal or commonly used company name of the vendor providing services.

Vendor Address *

Enter the vendor’s business address.

First and Last Name of Consultant or Technician Assigned to N.C. A&T *

Enter the full name of the individual who will perform the work and need access.

Has an HR Affiliate OneID Request Form ever been previously submitted to HR for the Consultant/Technician? *

Select Yes or No. This helps determine whether identity setup has already been initiated through HR.

Has a Vendor Account Request service ever been previously submitted to IT for the Consultant/Technician? *

Select Yes or No. If a prior request exists, note useful details in the Comment field when possible.

Phone Number of Consultant or Technician *

Provide a reachable phone number for the consultant or technician.

Email Address of Consultant or Technician *

Provide the consultant or technician’s email address for account coordination and communication.

Consultant or Technician Start Date * / End Date *

Enter the dates access is needed. Request only the time period required for the engagement. Access is temporary and should follow least-privilege practices.

Access Needs and Scope of Work

List the applications and/or systems the consultant or technician will need access to *

Be specific. List each application, system, or information resource by name. Clear details help ITS provision only the access required.

Describe the work the consultant or technician will perform *

Explain the scope of work in plain language (for example, system repair, application support, implementation assistance, or consulting services). Include enough detail for ITS to evaluate access needs.

Will consultant or technician work remotely, on campus, or both? *

Select the work location model that applies. Remote work may require additional network access considerations.

What network access will the consultant or technician need access to? *

Select all network access types that apply. Request only the access required to complete the assigned work.

Background Checks and Policy Requirements

Sponsors should review related university policies before completing this section, including the Background Check and Criminal Activity Reporting policy and the Protection of Minors on Campus policy.

Does vendor perform employee criminal background checks? *

The sponsor must contact the vendor and verify this information before answering. Do not guess.

Could/will this person be working with minors (people under the age of 18)? *

Select Yes or No. If Yes, ensure applicable university minors-protection requirements are followed. Note that some limited guest-speaker or instructor interactions may have different policy considerations.

Did the consultant or technician pass the criminal background check? *

Select the appropriate response based on verification with the vendor.

Attachment

Optional. Attach supporting documentation if helpful (for example, scope documents, access lists, or related approvals).

Comment *

Provide any additional details ITS should know, such as special access timing, related ticket numbers, prior account history, or coordination notes.

Sponsor Responsibilities

Before submitting, the university sponsor must accept the following responsibilities:

  • Adhere to the Information Security and Acceptable Use policies, along with related policies and standards that govern university technology resources.
  • Accept responsibility for university technology resource use by the vendor(s).
  • Provide OneID account credentials in a secure manner when applicable.
  • Promptly report any abuse or unauthorized activity to informIT@ncat.edu and assist ITS in determining the nature of the activity and the parties responsible.
  • Understand that ITS may, at its sole discretion, terminate access to these accounts at any time.

The sponsor must check the acknowledgment box confirming acceptance of these conditions before the request can be submitted.

What Happens Next?
  1. The university sponsor completes and submits the Vendor Access Request at least 5 business days before the vendor start date.
  2. ITS reviews the request, including identity/account status, systems access, network needs, and compliance information.
  3. ITS coordinates any required follow-up with the sponsor.
  4. If approved, access is provisioned for the specified systems/resources and time period.

Questions? For questions about Vendor Access Requests, contact ITS / the Information Security Office at itsecure@ncat.edu. Report abuse or unauthorized activity to informIT@ncat.edu.

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