The Affiliates Module is a separate module of PHR that was implemented on March 31, 2006. It provides a single, integrated system to collect information on affiliates and meet the need for all units to manage affiliate information and the services to be provided to them.

An Affiliate is a person who (1) is not a student, faculty member, or staff member of the University of Maryland, (2) has an affiliation with the university such that it is desired to give him/her limited services, (3) is not on campus to participate only in camps/programs that are sponsored by a non-academic or academic campus department, and (4) does not require a paid or non-paid appointment in the Academic Resource or Payroll Human Resource Systems.

Affiliate sponsorship

Every affiliate must be sponsored by a UMCP department. The Department Chair or Director is the deciding authority regarding the sponsorship of an affiliate. Further approval is necessary for affiliates who receive services that require an ID card (see below).

Within the department, a designated sponsor must be assigned. The sponsor must be a tenured or tenure-track faculty member or an exempt, regular employee in that department. The sponsor and sponsoring department are fully responsible for the affiliate. When an affiliate is no longer associated with UMCP (deceased, should not be provided with services, etc.), the sponsoring department must immediately update the Affiliate Expiration Date to reflect the actual affiliate status.

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Types of Affiliates

Basic Affiliate: a person who is affiliated with the campus, for a longer period than provided by guest passes/accounts (e.g. one-day parking, guest wireless account), is not on campus to participate only in camps/programs that are sponsored by a non-academic or academic campus department, may need a Directory ID, is not a Regular Affiliate, is not a retiree, is not a Research Affiliate, and does not need to receive any other services.

UMCP Retiree: a person who has retired from the University of Maryland. The UMCP retiree receives services limited to those defined by University Human Resources (Retiree campus privileges). Receiving an ID Card is included in the Retiree Campus Privileges guidelines set forth by University Human Resources therefore, the Retiree affiliate type is exempt from the Dean/VP Approval requirement. The University Human Resources Department manages UMCP Retirees.

Regular Affiliate: a person who meets the same criteria as a basic affiliate, but for whom the sponsoring department wants to make available a greater range of services.

Research Affiliate: a person who is given Library access based on a formal Memo of Understanding between the university and a non-university agency or organization. The Office of the VP for Research handles Research Affiliates.

Employee Designee Affiliate: a person that is designated by a University of Maryland College Park employee (Regular Employees, Graduate Assistants, or Contingent 2 Employees - if noted in the contract) to receive Campus-Based privileges. The Employee Designee is eligible to receive services by the guidelines of the University policy, VI-27.00 (A) University of Maryland Policy on Access to Campus-Based Privileges. The University Human Resources Department manages the Employee Designee process and procedures.

Fellow Designee Affiliate: a person who is designated by a University of Maryland College Park fellow (Graduate) to receive Campus-Based privileges. The Fellow Designee is eligible to receive services in accordance with the guidelines of the University policy, VII-4.51(A) UNIVERSITY OF MARYLAND POLICY ON ACCESS TO CAMPUS BASED PRIVILEGES FOR GRADUATE ASSISTANTS, GRADUATE FELLOWSHIP RECIPIENTS, AND POSTDOCTORAL FELLOWS. The University Human Resources Department manages the Fellow Designee process and procedures.

M-Square Affiliate: a person approved by the Office of the Vice President for Research as an employee of an M-Square Research Park tenant that is eligible for general access to University services by the guidelines of the University policy, VI-28.00 (A) University of Maryland Policy on Access to University Facilities, Resources and Privileges by M-Square Research Park Affiliates. The Office of the VP for Research handles M-Square Affiliates.

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Basic Affiliate vs Regular Affiliate

Basic Affiliate

They are affiliated with the campus longer than guest passes and accounts are appropriate (one-day parking, guest wireless account). They may not be on campus to participate in programs that are sponsored by a non-academic or academic campus department. They only need a Directory ID and password to access software applications. This type of affiliate is often a consultant.

Regular Affiliate

They have the same privileges as a basic affiliate but with sponsored access to additional services such as UMD email, Campus Recreation Center membership, and Library privileges. This type of affiliate may include general assistants, high school students, volunteers, and contractors.

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Non-paid appointment vs. Affiliate record

A Non-Paid Appointment is appropriate when any of the following apply to a person who is not being paid by the university but has an ongoing and longer-term relationship with the university:

• Has a citizenship/visa type other than CB, PR, AS, or RF.
• Is working on a UMCP grant or research project.
• Has a strong degree of collaboration with a UMCP faculty/staff member.
• Will be on campus in a non-paid capacity for some time before and adjacent to the start of a paid appointment.
• Is a paid faculty member with a temporary loss of funding.
• Is a Principal Investigator (PI) or Co-Principal Investigator (Co-PI).
• Has more than occasional physical presence on campus and has been assigned office or lab space.
• Is a trainee.
• Supervises employees and signs off on their PHR time sheets.

Additionally, Non-Paid Appointments are appropriate when a person:

• Is teaching but not paid.
• Holds any title in the Affiliate Professor Title series.
• Has tenure in a department but does not have a paid appointment in that department.

An Affiliate appointment is appropriate for a person who is not a student or employee, nor paid by the university, to whom the University wants to give limited services or wants to document a shorter-term relationship, and all of the following apply to the person:

• Has a citizenship/visa type of CB, PR, AS, or RF.
• Supports the mission of the university.

Some examples of affiliates are volunteers (Senior Volunteer Service Corp, community service high school students), vendors (depending on the need for services as determined by the sponsoring department), auditors, K-12 faculty/staff, interns, and non-emeriti retirees.

If an Honorarium or Per Diem will be paid via Payroll Services & Accounts Payable, neither a Non-Paid appointment nor an Affiliate record can be processed. This means an individual cannot receive services on campus, i.e. Email, ID Card, Shuttle Bus, etc., and also receive an Honorarium.

Neither a non-paid appointment nor affiliate record is needed in the following one-time only or very sporadic situations and the association does not meet the criteria for a non-paid PHR appointment or affiliate record:

• Is receiving a one-time payment through Accounts Payable per approved university procedures (travel, reimbursement for services).
• Is billed for services/charges incurred by the person and generated at the university (Health Center visits, Library fines, parking tickets).
• Attends workshops/conferences/programs/camps sponsored by the university.
• Can receive services via a guest card/account.
• Not sponsored by a department and requires parking only, e.g. T&M Contractors, Federal Background Investigators, Vending Machine Suppliers, UPS Delivery, Copier Repair, Alumni.

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Use the Affiliate information screen

PHR Creators have access to the Affiliate Information screen on the PHR Main Menu. The menu choice: Affiliates is below Employee & Appointment.

• PHR Creators of the Employee & Appointment module can access the Affiliates module.
• Every affiliate must be sponsored by a UMCP department. And specifically by a Tenured, Tenure Track, or Exempt Regular employee in the department.
• An Affiliate record cannot be created concurrently for an Active Employee or Current Registered Student.
• The Affiliate Information screen must be completed to insert & save the record. Required fields are asterisked (*).
• Once the Affiliate Information screen is complete, the record is successfully inserted.
• If ID Card services are selected (i.e. building access, Library services, or Campus Recreation services), for a Regular or Research Affiliate, the Affiliate Status is set to Pending Approval and must be released by the Creator for approval by the Dean/VP.
• Once the Dean/VP approves the affiliate OR if no ID Card Services were selected, the Affiliate Status reflects Active or Future depending on the Effective Date on the record. The record becomes Active once the Effective Date is reached. If the Dean/VP denies the affiliate, the Affiliate Status is immediately set to Inactive.
• An Affiliate record can be created for a maximum of 1 year.
• At the bottom left of the Affiliates Information screen, there is a link to a help screen that details the Services that may be selected based on the Affiliate Type.
• Affiliates do not have access to the online Employee Data Verification Form. For an Affiliate to have personal information updated, the PHR Creator in the sponsoring department must access the
• Affiliate record in PHR Affiliates and make the appropriate changes, Email Address, Home Address, etc.

Use the Affiliate Data Collection Form PDF to assist in the collection of data necessary to complete the Affiliate Information Screen in the PHR Affiliates module. The Affiliates Tipsheet PDF can be helpful as you work with entering data in the PHR Affiliates module.

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Required notification to be given to Affiliates

Per the University of Maryland Policy on the Collection, Use and Protection of ID Numbers, each affiliate from whom you request a social security number (SSN) must be provided with the following disclosure statement approved by the Data Policy Advisory Committee: Affiliates Notification. This notification must be printed and given to the affiliate or, if the affiliate has an email address, the Affiliate Notification URL should be sent to the affiliate via email. Learn more about affiliate notifications in this PDF.

Display of the Affiliate's SSN is minimized in PHR Affiliates and is only displayed when creators access those records for whom their unit is currently sponsoring. The "view only" version of the Affiliates screen (seen by users with view-only access and by creators accessing a record sponsored by another department) does not display the SSN.

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On-Line Dean/VP approval for Affiliates with ID card services

Because the ID card is an official university document, only deans and vice presidents have the authority to approve services for affiliates* that require an ID card. These services are building access, Library services, or Campus Recreation services.

NOTE: UMCP Retiree Affiliates are exempt from this approval process as an ID Card is included in the Retiree Campus Privileges guidelines set forth by University Human Resources.

Effective Monday, September 29, 2008, the Dean and Vice President's approvals of Affiliates with ID Card services were incorporated into the online PHR Affiliates system. By implementing the online approvals, we increased the timeliness in which affiliates with ID Card services are approved, active in campus systems, and eligible for assigned services. The paper forms & email forms are no longer used to obtain the Dean/VP approval.

Once a Creator has completed an affiliate record for an Affiliate with ID Card services, they will release the record for approval. The approval is still done at the Dean/VP level, so when the record is released for approval, it is the appropriate Division level approvers who are notified. The Division level approvers will access PHR Affiliates and approve (or deny) the affiliate records with ID Card services.

Release & approval process

Upon release for approval, the Division level approvers of the sponsoring unit will receive an email notification. Upon approval (or denial), all Creators (at the same level at which the record was released, ie. Unit, Dept, or Division) and all Division Approvers (of the sponsoring unit) will receive an email confirmation of the approval (or denial). Only those Creators/Approvers who have email notification turned on for their Employee & Appointment security access will receive emails regarding "Affiliates with ID Card Services".

The Creator can release the completed affiliate record with ID Card services by either:

1. Clicking on the Release for Approval button at the bottom of the Affiliate Information screen OR
2. Selecting Release Affiliates with ID Card Services button from the Process Menu (below Affiliate Search section on the main Welcome screen in the PHR Affiliates module). The Process Menu presents summarized information for all affiliates with ID Card services in the unit who are pending release. Check boxes can be selected and a portion of the affiliates listed can be released or all affiliates can be released for approval from the summary screen.

Likewise, the Approver can approve or deny the released affiliate record with ID Card services by either:

1. Searching for the affiliate (Name & U ID are listed in their email notification) and clicking the Approve (or Deny) button at the bottom of the Affiliate Information screen OR
2. Selecting Approve/Deny Affiliates with ID Card Services button from the Process Menu. The Process Menu presents summarized information for all affiliates with ID Card services in the unit who have been released and are pending approval.
3. Checkboxes can be selected and a portion of the affiliates listed can be approved (or denied) or all affiliates can be approved (or denied) from the summary screen.

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Renew an Affiliate

An affiliate record can be created for a maximum of one year and is renewable. An affiliate can be renewed once the Affiliate Expiration Date has passed and the affiliate moves into "Active in a Grace Period" status. The affiliate record should be accessed by the PHR Unit Creator and updated as appropriate and renewed. If no action is taken by the PHR Creator, the affiliation will expire and after 30 days the record will become inactive. Services are terminated immediately upon the record becoming inactive. If the affiliation is ending, the sponsoring unit is responsible for informing the affiliate of the expiration of the affiliation and services associated.

Steps to renew an Affiliate in PHR Affiliates

1. To renew an Affiliate whose Affiliate Status is Active in a Grace Period or Inactive, go to the Affiliate Information screen and:
   
   1. Enter the new Effective Date and Expiration Date.
   2. Change Action to Renew/Update.
   3. Review & update if necessary the Sponsor, Affiliate Type, and Services to be assigned.
2. Once all appropriate changes are made, select the Renew button.
   NOTE: If the Affiliate has services that require an ID Card, the Affiliate Status becomes Pending Approval upon renewing the affiliate record. To continue services without interruption, the Creator must release the record for approval and the Dean/VP must approve.

Email notification of Affiliate expiration

To Creators: A system-generated email will be sent to Creators in sponsoring units listing all their sponsored affiliates who have expired one week prior and whose affiliate records are Active in Grace Period status. The email includes instructions for contacting the sponsor and/or department head if the affiliation should continue as well as a reminder that the sponsor is responsible for notifying the affiliate if the affiliation will not be renewed and sponsored services will end.

To Sponsors: A system-generated email will be sent to the Sponsor listing all their sponsored affiliates who have expired one week prior and whose affiliate records are in an "Active in Grace Period" status. The email includes instructions for contacting their departmental personnel if the affiliation should continue as well as a reminder to the sponsor that they are responsible for notifying the affiliate if the affiliation will not be renewed and sponsored services will end.

To Affiliate: A system-generated email will be sent to the Affiliate two weeks after their affiliate expiration date if their record is still Active in Grace Period status. This will alert the affiliate and prompt them to contact their sponsor and/or sponsoring department regarding the continuation of their affiliation.

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Setup services for an Affiliate

Designated departmental staff create/update the affiliate record in PHR and obtain the appropriate approvals. Affiliate data will be available to Service Offices by 9 AM each business day (noon for services that depend on the presence in the university directory) provided the completed and approved affiliate record is in PHR by COB the previous day.
After establishing the approved record in PHR, proceed as indicated below for setting up each service that was assigned to the affiliate in PHR.

Directory ID

• Instruct affiliates to go to the new user link.
• Select Incoming Faculty/Staff/Affiliates.
• Select Set your initial Directory passphrase.

IT email

directoryID@umd.edu

• Instruct affiliates to go to this new user link.
• Select Incoming Faculty/Staff/Affiliates.
• Select the Set your initial Directory passphrase and follow the steps indicated on the screen.

Voice/data services

• Departmental Telecommunications or Data Representatives should initiate the work request to set up the appropriate voice/data services as indicated by the department in the PHR Affiliates module.

Glue account

• Instruct the Affiliate to go to this new user link.
• Select Incoming Faculty/Staff/Affiliates.
• Select the Set your initial Directory passphrase and follow the steps indicated.

Campus recreation services

Affiliate memberships are sold by Campus Recreation Services at the current faculty/staff rate, on a limited availability basis, with a maximum of 500 memberships available.

• Campus Recreation Services will require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card.
• After obtaining an ID Card, instruct the affiliate to go to Campus Recreation Center's Member Services Counter (hours of counter operations Mon-Sat 8:00 am – 9:00 pm, Sun 10:00 am-9:00 pm) and present their ID Card.
• After completing Membership Forms and purchasing a Membership, the affiliate may begin using the Campus Recreation Center.

Library services

• UM Libraries require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card.
• After obtaining an ID card, instruct Regular Affiliates to go to the McKeldin Library Circulation Desk (Mon-Fri 9:00 am-5:00 pm) and present their ID Card.
• After completing the form on the UM Affiliate Memorandum, including the department completing their portion, the affiliate may begin using the UM Libraries.
• UMCP Retirees can take their retiree ID card to any campus library and register for book borrowing services.
• Questions should be addressed to 301-405-9094 or askmckcirc@umd.edu.

Campus building access

• After departmental personnel determine what spaces (outside door access, interior rooms) the affiliate should have access to, the key/card coordinator should submit requests using the following websites:
  
  • For card access click this link.
  • For key access click this link.
• Building access will require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card.
• Allow 24 hours to activate building access, then instruct the affiliate to test their card at building/door access locations to which they are to have access. If the door is unlocked during the day, they can call 301-405-3286 Monday-Friday 8 am-5 pm, and have Building Security lock the door to test the card.

Residential building access

• Designated departmental staff should request card access for the affiliate via e-mail to the Department of Residential Facilities at drf-key@umd.edu
• E-mail to include:
  
  • Name and UID number of affiliate
  • Department Sponsor contact information for the department: (Sponsor's name, position title, department, phone number, and e-mail address.)
  • A brief reason access to residential facilities is requested
  • List of buildings and locations within buildings affiliate needs to access
  • Start date and end date (if applicable) for access.
• For each affiliate approved by Residential Facilities for building access, Residential Facilities will furnish a "Statement of Responsibility for Residence Hall Access and Security" to the departmental staff via e-mail. That staff member should print a hard copy, review the statement with the affiliate, obtain signatures, and fax a signed copy to the RF Security Services Administrator at x4-9096 per instructions on the document.
• Building access will require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card.
• Departmental staff must notify drf-key@umd.edu immediately once access is no longer required. Additionally, departments will be asked at least once annually, via e-mail, to review and renew approvals for affiliate access.

Parking permit

• Departmental Transportation Services Coordinators (TSC) should follow the steps below for affiliates who will be assigned to a parking lot they manage:
  
  • Have the affiliate complete a Department of Transportation Services (DOTS) parking permit application, including their U ID, name, address, and signature.
  • The TSC should assign a parking area and sign the form.
  • Instruct the affiliate to take the completed application to the DOTS along with their payment (check, credit card, or cash).
• For affiliates who are assigned to parking lots that are not managed by a Departmental Transportation Services Coordinator (e.g. vendors, retirees, alumni, ROTC), instruct the affiliate to go to the Department of Transportation Services to complete a parking permit application and have it approved by DOTS.
  
  • Note: Affiliates applying for a Time and Materials permit must have their application approved by a Facilities Management Project Manager prior to going to DOTS.
  • Note: Alumni must take their current valid alumni card with them to DOTS.
  • Note: Retirees are eligible for free parking in Lots K, P, and Z or any of the overflow lots. They must take their Retiree ID card with them to DOTS.

ID card

ID cards are Needed for library services, campus recreation services, and building access.

• Instruct the Affiliate to go to the ID Card Office with appropriate proof of identity:
  
  • ID Card Coordinator - Phone: (301)314-8240
  • First Floor, Mitchell Building
  • ID cards are available Mon-Fri 8:30 am-4:30 pm First Floor Lobby of the Mitchell building. (The best time to come is Monday through Friday 8:30 am-11:30 am and 2 pm-4 pm.)
  • A Photo ID (driver's license, passport, etc.) must be presented as proof of identity.
• The ID Card Office will check the affiliate database to ensure the affiliate has been sponsored and is active, and request proof of identity from the affiliate.
• ID Card will be created and given to the Affiliate.

Campus alerts

Campus alerts must be manually added to the system (and will be active after the process is completed) if they are still working on campus.

However, to update their information or to be removed they must either call the Service Desk (301-405-1500) or put in an incident report to itsupport.umd.edu (report an issue). Syncs do not apply to affiliates. They must provide their full name and contact information that they wish to be subscribed with.  After completing their project/time on campus they can be removed by the Alerts System Administrator.  To do this, a ticket must be submitted in ServiceNow. The following information needs to be added:

• Directory ID
• UID
• Name
• Email:  either their UMD or personal
• Cell phone number
• Cell phone carrier 

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Questions about PHR affiliates

Questions should first be directed to the PHR Service Center, x57575. For additional assistance with PHR Affiliates, contact Huifang Pan, x51792, email: hpan1@umd.edu.

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