Creating a guest application
All employees with ETHIS HR authorisation or the role of "guest manager" can apply for guest status for an external person.
(Image: ETH Zurich. Procedure for registering a guest stay)
How it works
- The requester starts the registration process for a guest stay in ETHIS. They decide the guest category for which they are applying.
- The guest receives an email with a link to a web form. Here they can enter all the data required for the application and upload documents.
- The requester can view the data and documents submitted by the guest in ETHIS. As soon as all the information has been provided, the requester finalises the application and forwards it to the budget officer.
- The budget officer reviews the application in ETHIS. They decide whether the application is approved or rejected.
- If the guest application involves sanctioned countries, an email is automatically sent to the ETH export control. They will clarify matters further and decide whether the guest application is admissible.
- After approval by the budget officer (and export control), the application is reviewed by HR Operations. If necessary, HR Operations will apply for a work permit for the guest.
- The data is stored in SAP/OIS.
- The guest and the requester receive a confirmation by email about the guest stay.
- IT services issue the authorisations defined for the guest category in the various systems.
→ If special services are required that are not included as standard: the requester should open an IT support ticket to clarify whether these services can be made available.
ETHIS guide
You can find the step-by-step instructions for the ETHIS input form on the protected page ETHIS Help website "G?stemanagement" (in German).