Purpose of the instruction for guests at the Faculty of Humanities

The purpose of this instruction is to ensure that the faculty has a comprehensive overview of guests affiliated with the faculty, and that guest stays are handled consistently and correctly.

What is a guest?

A guest is a person who has an academic or administrative affiliation with the faculty for a limited period, for example in connection with:

• research collaboration
• a stay as a guest researcher or student
• collaboration with external partners
• the need for access to facilities or systems

Guests may have different types of affiliation and access depending on their role.

Please note

This instruction does not include visitors, for example:

• participants in meetings, conferences, or presentations
• persons on a short-term stay without affiliation

Who is responsible?

The staff member who invites the guest (host) is responsible for ensuring that the registration is completed.

The registration can be completed by:

• the host themselves
• an administrative staff member on behalf of the host

The host has overall responsibility for the guest’s stay and coordination.

What is registered?

The registration form includes, among other things:

• the guest’s contact information
• affiliation and organisation
• purpose of the stay
• period, start date and end date
• need for access, e.g. buildings and IT

The information is used to ensure the correct creation and handling of the guest in the faculty’s systems.

What happens after registration?

The information is processed by the administration. In special cases, there may be a need for background checks and further collection of information about the visitor.

The following may be created:

• guest agreement
• system access
• access card

Relevant internal processes are initiated, e.g. HR and IT.

Why is it important?

Guest registration ensures:

• an overview of who is staying at the faculty
• correct handling of access to facilities and systems
• compliance with rules on data security, confidentiality and legislation
• consistent and professional guest experiences