WHAT IS SUNID AND WHAT IS IT USED FOR?     

SUNid is the first and an important building block of identity and access management (IAM). External workers and visitors are registered on this system. Previously this task was completed by Human Resources, but it has been decentralised and departments are now responsible for external workers and visitors themselves. 

SHOULD I NO LONGER CONTACT HUMAN RESOURCES TO REGISTER EXTERNAL WORKERS? 
No, Human Resources are only contacted for staff who are on the university’s pay roll.    

Where do I start if I have to register an external worker/visitor on SUNid?

1. The head of your department has to send an e-mail to help@sun.ac.za to indicate which staff are allowed to act as Approvers on the SUNid system.
2. This automatically logs a request on IT’s request system.
3. IT Service Desk creates the head of the department as a Sponsor on SUNid and the staff member(s) indicated as the person responsible for the creation of external workers and visitors, as the Approver(s) on SUNid.

What should I, as Approver, do now?
Go to http://id.sun.ac.za and sign on with your username and password.

The following screen will appear:                                

Where do I start if I have to create an external worker/visitor on SUNid?
Click on Search for Identity and, if available, preferably type in the SU number, otherwise the ID number.

As soon as the Identity is located, the rest of the information will be completed on the screen.

• Click Next.
• Complete all the required, red fields on the next screen.  
• Click Create/Edit Engagement.
• Make sure that all the information is filled in correctly.
• Click on Send For Approval.

What will the external worker/visitor receive now?
The new external worker will receive a SU number, as well as a role as external worker.

What is the next step for the external worker/visitor?
The external worker can go to the card office in Administration A to get a photo and receive their SU card.

Does an external worker/visitor have automatic access to e-mail and internet?
No. Access to electronic systems is a separate request. You can apply by completing this form https://maties2.sun.ac.za/rtad4/network_request/

What does “This new identity is already known outside SUNid – probably a permanent employee.”, mean when I’m trying to create an external worker on SUNid? 
The person already has a role assigned to him, so you can’t create another one. Make sure all the information is completed correctly, especially the dates of the Engagement. If it still doesn’t solve the problem, contact the IT Service Desk at 0218084367 or send an e-mail to help@sun.ac.za.

For which period of time can I register an external worker/visitor?
New Engagements can be created for a maximum period of 12 months, but also for as little as seven days. Just make sure Engagement dates don’t overlap. Each Engagement needs to have an unique start and end date. 

Can an external worker/visitor’s information be edited and where can I find this?
Yes, the following options are available:

Review
Renew
Terminate
suspend
Transition
Edit Attributes

Click on Maintain Identities to edit information.

Should external workers/visitors also be reactivated for electronic services if they use them? 
Yes, helpinfo@sun.ac.za will send out reminder e-mails which should not be ignored. Although these e-mails indicate that a username will expire shortly, this could also include the expiration of a role.  

How can one be sure reactivation for electronic services has been done?
Log on at http://www.sun.ac.za/useradm and select:

At the bottom, on the right, an Expiration date will be indicated. If the date is indicated as –

 reactivation for 2014 has been completed. 

How can one be sure the role of an external worker/visitor is in order?
The Approver can sign on at SUNid and use the Search for Engagement option to check whether the person’s role is active. 

Wat is SUNid en waarvoor word dit gebruik?     

SUNid is die eerste en en `n belangrike bousteen van identiteit-en toegangsbestuur(IAM). Eksterne werkers en besoekers word op hierdie stelsel geskep. Die taak is voorheen deur Menslike Hulpbronne verrig, maar is nou desentraliseer en departemente neem dus self verantwoordelikheid vir eksterne werkers en besoekers by die departement.            

Moet ek dus glad nie meer vir Menslike Hulpbronne kontak vir die skep van eksterne werkers nie?
Nee, Menslike Hulpbronne word net gekontak vir personeellede wat op die betaalstaat van die uinversiteit is.   

Waar begin ek as ek ‘n eksterne werker of besoeker moet skep op SUNid?

• Die hoof van die departement moet eers per epos aan help@sun.ac.za aandui wie in die departement mag optree as “Approvers” op die SUNid stelsel.
• Die epos aan help@sun.ac.za teken ‘n outomatiese versoek aan in IT se versoekestelsel.
• IT Dienstoonbank skep die hoof van die departement as “Sponsor” op SUNid en die persoon wie die hoof aandui as verantwoordelike persoon vir die skep van eksterne werkers en besoekers as “Approver” op SUNid.

Wat moet ek, as “Approver”, nou doen?

Gaan na http://id.sun.ac.za en teken aan met jou gebruikersnaam en wagwoord.

Die volgende skerm sal verskyn:                                 

Waar begin ek om ‘n nuwe eksterne werker/besoeker te skep op SUNid?
Kliek op Search for Identity en verskaf, verkieslik, die US nommer, andersins die ID nommer. 

Sodra die Identity gevind is, sal die res van die inligting op die skerm voltooi word.

• Kliek Next.
• Voltooi al die rooi, verpligte velde op die volgende skerm 
• Kliek Create/Edit Engagement
• Maak seker dat al die inligting korrek ingevul is.
• Kliek op Send For Approval.

Wat ontvang die eksterne werker of besoeker nou?
Die nuwe eksterne werker sal ‘n US-nommer ontvang asook ‘n rol (as eksterne werker)

Wat moet die nuwe eksterne werker of besoeker nou doen?
Die nuwe eksterne werker kan na die kaartkantoor toe gaan (in Administrasiegebou A) om ‘n foto te laat neem, en ‘n US-kaart te ontvang.

Het die nuwe eksterne werker/besoeker ook nou toegang tot epos en internet?
Nee. Toegang tot elektroniese stelsels (soos e-pos, internet) is ‘n volgende stap en word versoek deur die volgende aansoekvorm te voltooi: https://maties2.sun.ac.za/rtad4/network_request/

Wat beteken die onderstaande foutboodskap wanneer ek ‘n eksterne werker / besoeker op SUNid skep?
“This new identity is already known outside SUNid – probably a permanent employee.”
Indien die persoon alreeds  ‘n bestaande rol het en dus nie op SUNid geskep kan word nie, sal dié foutboodskap verskyn. 

Maak seker dat al die inligting korrek voltooi is, kontroleer veral die datums van die nuwe “Engagement”. Indien u nie regkom nie, kontak asseblief IT se Dienstoonbank by 0218084367 of stuur ‘n epos aan help@sun.ac.za om ondersteuning te versoek.

Vir watter periode kan ek ‘n eksterne werker of besoeker op SUNid skep?
Nuwe “Engagements” op SUNid kan vir ‘n maksimum periode van 12 maande geskep word, maar ook vir so kort as `n week. Maak ook seker dat “Engagements” se datums nie mekaar oorvleuel nie. Elke “Engagement” moet ‘n unieke begin-en einddatum hê

Kan ‘n eksterne werker/besoeker se inligting op SUNid gewysig word?
Ja, die volgende opsies is beskikbaar:

Review
Renew
Terminate
Suspend
Transition
Edit Attributes

Moet eksterne werker/besoeker-rolle en herregistrasie vir elektroniese dienste dus jaarliks aktiveer word?
Ja, eposse vanaf helpinfo@sun.ac.za sal ontvang word wat as waarskuwings dien. Moet asseblief nie die eposse ignoreer nie. Alhoewel die eposse sal aandui dat die gebruikersnaam gaan verval, mag dit ook beteken dat dit ook beteken dat die rol gaan verval.

Hoe kan ‘n persoon seker maak dat heraktivering vir elektroniese dienste gedoen is?
Teken aan by http://www.sun.ac.za/useradm en selekteer die opsie:

Beweeg af tot heel onder op die regterkant van die skerm.  Indien die vervaldatum vir “Network/Email” en “Internet” aangedui word as 

 is toegang tot elektroniese dienste in orde vir vanjaar, 2014.

 
Hoe kan ‘n persoon seker maak dat die rol as eksterne werker/besoeker in orde is?
Die “Approver” kan aanteken op SUNid, en die “Search for Engagement” opsie gebruik om te kontroleer of die persoon se rol aktief is.