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.


Occasionally, Academic Affairs will create Affiliate accounts lacking any access (SSO, Google, etc.). These are used to track External Affiliate Graduate Faculty - individuals advising on thesis and/or dissertations, serving on committees, or teaching graduate students without university compensation.

These accounts are entered into PEAEMPL without a first or last work date. Lacking this information, they will not appear in Bravura nor have entitlements.


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.