Affiliates (aka Non-Employee Computer account)

Institutional affiliation for App State users lacking an employee or student designation. Affiliate accounts are considered to be NP (Non payment) or Volunteer accounts.

Data Structure

• Banner entitles this role affiliation as Affiliate (NP).
• This is an active affiliation role. Users within the validity window have active birthright entitlements.
• Bravura enables the account based on the FIRST_WORK_DATE field in the PEBEMPL Banner table.
• PEBEMPL's LAST_WORK_DATE will deactivate the faculty account.
• The Affiliate's organizational code represents the department or area they are operating under. It may also have been provided by their account sponsor. It is not indicative of employee status.
• Affiliates are placed in the Managed/FacultyStaff Google OU giving them the same Google suite access as employees.
• Affiliates are in their own Affiliate Active Directory OU and a member of the Affiliate AD group.
• Affiliate have an affiliation priority of 130. This places them under employees and students but above enrollment roles, Student Worker, and Limited Student.
• Knowledge Worker (MS Office) and Adobe must be manually applied to Affiliates. Access to these services is uncommon.
• UStor access is not available by default to Affiliate accounts. Manual assignment requires Help Desk and Systems intervention.

Activation

• Academic Affairs and Human Resources create Affiliate accounts upon requests from current staff or faculty: Affiliate request form.
• Affiliate accounts are only active for one year and the responsibility of the requester. A year extension requires another Affiliate form submission.
• The responsible agency between Academic Affairs and Human Resources rests upon the position purpose. Academic and faculty purposes would tend to be handled by Academic Affairs.
• Only department heads, directors, or high positions may request an affiliate account.
• Affiliate account request submissions must include:
  • which department is responsible for the user;
  • their start date;
  • their end date (affiliates may not exceed one year without repeat review); and
  • the reason for their addition.
• Personal information required for the Affiliate user includes:
  • their name,
  • personal email address,
  • phone number,
  • birth date, and
  • permanent address.
• Affiliate accounts are reviewed prior to assignment and acceptance is not guaranteed. Justification for the account's creation should be included with the request to speed review.
• Academic Affairs or Human Resources defines an Affiliate user's first day of system access by setting the FIRST_WORK_DATE within the PEAEMPL form.
• Requests are made through the forms listed in the Requirements section below.
• Affiliate requests from outside Appalachian State University may be considered by emailing Academic Affairs or Human Resources directly.

External system access

• Access to systems outside of birthright entitlements must be requested and removed individually.
• The University requires a signed contract from the affiliate user if they will have contact with students, student data, or perform work involving sensitive information.
  • Contracts are fulfilled through the Total Contract Manager system.
  • Contracts require further review and approval outside of the initial affiliate request.
  • A Criminal Background Check on the user is required prior to approval.

Departure

• Affiliate accounts end according to the PEBEMPL table's LAST_WORK_DATE field.
• The LAST_WORK_DATE is entered by HR or AA (depends on responsible area) in the PEAEMPL form.
• LDAP and AD access will be lost as the account is move into the Former Employee role
• Google access will be lost after the user is moved to the Inactive FacultyStaff OU in Google. 

Request for Non-Employee User Account - non-student, non-sensitive data access.

• Go to link
• Click Single Sign On Log in
• Sign in to Shibboleth and return to the page
• Click the Back button on your browser
• The form should now be accessible. If not, click on the link above again.

Non-Employee Affiliate Request - student or sensitive data. Contract and background checks to follow.