Use this workflow to request ITS services for an upcoming N.C. A&T event, including guest accounts, loaner equipment, WiFi access, vendor network access, and on-site support.
Overview
Request ITS service(s) for an upcoming N.C. A&T event. Examples of ITS services include:
- Creating accounts for event attendees or guests
- Providing loaner equipment (laptops or tablets)
- Enabling WiFi access for personal devices
- Setting up network access for an event vendor
- Providing on-site support during the event
An event guest is an individual who is not employed by the university but needs an account as a speaker, presenter, or in a similar capacity. Event guests typically do not need VPN access or elevated privileges. In some cases, a guest may need a university-issued account for the duration of the event.
Important:
- The event sponsor (the N.C. A&T employee responsible for the event) must complete this request and accept the sponsor conditions at the end of the form.
- Submit the request at least 5 business days prior to the event start date to avoid processing delays.
Who Should Submit This Request?
Only the university event sponsor should submit this form. The sponsor is the N.C. A&T employee responsible for the event and for technology use by vendors and participants during the event.
Before You Begin
Gather the following information before starting the form:
- Event name, description, dates, building, and room location
- Expected number of participants
- Whether participants need WiFi access, shared or individual accounts, and/or loaner equipment
- University Event Center (UEC) submission/approval status and reservation number (if applicable)
- Vendor or consultant details if external on-site support is involved
How to Submit an Event Access Request
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 event. This person accepts responsibility for technology use by participants and vendors.
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. This is the sponsor’s work location, not necessarily the event location.
Event Information
Provide event name. Describe event. *
Enter a clear event name and a brief description of the purpose and activities. Include enough detail for ITS to understand the technology needs.
Event Begin Date * / Event End Date *
Enter the full event date range. Access and support are typically limited to this period.
Event Building Location * / Event Room Location *
Specify the building and room where the event will take place.
Is the event location a computer lab? *
Select Yes or No. Computer lab events may require additional coordination for workstation and network access.
Is the event for a summer camp? *
Select Yes or No. Summer camps often involve minors and may require additional policy and access considerations.
How many participants are expected? *
Enter the expected number of participants. This helps ITS plan account creation, WiFi capacity, and equipment needs.
Will participants need WiFi access to register personal devices? *
Select Yes or No. Choose Yes if attendees will connect personal devices to university WiFi during the event.
Account type request *
Indicate whether you are requesting an account that can be shared among participants or whether each participant requires a separate account. Shared accounts should be used carefully and credentials must be distributed securely.
Are you requesting loaner laptops or tablets from ITS? *
Select Yes or No. If Yes, include quantity and any special needs in the Comment field so ITS can plan equipment availability.
University Event Center (UEC) Information
Many campus events also require coordination with the University Event Center (UEC). Complete the UEC fields accurately so ITS can confirm event logistics and approvals.
Did you submit a request to the University Event Center (UEC) for the event? *
Select Yes or No.
Did the University Event Center (UEC) approve the request? *
Select Yes or No based on the current UEC approval status.
UEC reservation number *
Enter the UEC reservation number for the event. If a reservation number does not apply, type N/A.
Vendor / Consultant Information
Complete this section when an external vendor, consultant, or technician is supporting the event. If a field does not apply, enter N/A where allowed.
Who is providing on-site support for the event? *
Select the option that best describes who will provide on-site support (for example, ITS, a vendor, or another support model).
Vendor (Company) Name * / Vendor Address *
Enter the vendor company name and address. If no vendor is involved, enter N/A.
Technician Name *
Enter the first and last name of the consultant or technician assigned to N.C. A&T.
Has an HR Affiliate OneID Request Form ever been previously submitted to HR for the Consultant/Technician? *
Select Yes or No. This helps ITS determine whether identity/account setup steps have already been started.
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 relevant details in the Comment field when possible.
Phone Number * / Email Address *
Provide the consultant or technician’s phone number and email address for account setup and coordination.
Consultant or Technician Start Date * / End Date *
Enter the dates the consultant or technician will need access. Access should be limited to the period required for the event.
Could/will this person be working with minors (people under the age of 18)? *
Select Yes or No. If Yes, ensure applicable university policies are followed, including the Protection of Minors on Campus policy.
Does the vendor perform employee criminal background checks? *
The sponsor must contact the vendor and verify this information before answering.
Did the consultant or technician pass the criminal background check? *
Select the appropriate response based on verification with the vendor. Review related university guidance under the Background Check and Criminal Activity Reporting policy as applicable.
Will consultant or technician work remotely, on campus, or both? *
Select the work location model that applies.
What network access will the consultant or technician need? *
Select all network access types that apply. Request only the access required for the event support role.
Attachment / Comment
Optional. Attach supporting documents and use the Comment field for special instructions (for example, equipment quantities, setup times, or participant account details).
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 for the event by vendors and/or participants, including OneID event account(s).
- Provide OneID event account credentials to participants in a secure manner when shared accounts are used.
- 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?
- The university sponsor completes and submits the Event Access Request at least 5 business days before the event.
- ITS reviews the request, including account, WiFi, equipment, vendor, and support needs.
- ITS coordinates any required follow-up with the sponsor.
- Approved services are provisioned for the event period.
Questions? For questions about Event Access Requests, contact ITS / the Information Security Office at itsecure@ncat.edu. Report abuse or unauthorized activity to informIT@ncat.edu.