Question

What are the steps that need to be taken before a Temporary Affiliate receives information on how to create their account?

Overview

Note: The TAF process is only for UCD campus affiliates and excludes UC Davis Health. UC Davis Health affiliates please use this link: UC Davis Health Affiliate Form

The Temporary Affiliate Account, often times referred to as TAF (Temporary Affiliate Form) allows a department to sponsor an individual with a campus Computing Account.

Please see When is a Temporary Affiliate Form appropriate? when considering sponsoring an individual for a TAF.
This page also provide essential criteria based on the type of affiliate to ensure computing account use is not interrupted should a data feed from UC Path, Banner, Destiny, or the Health Affiliate program be entered in the Identity system. 

A TAF is good for one-year (364 days) and can be renewed an unlimited amount of times. We recommend renewing a TAF before it expires to avoid any interruption in access to the sponsored user's account.

A sponsor is career staff or faculty who have approval to sponsor someone access to campus resources. The sponsor cannot be the approver on the same TAF.
An inactive former affiliate of UC Davis cannot sponsor themselves or initiate the TAF process.  

Answer

For how to set up the TAF process in the tool, please see How to Set Up a Temporary Computing Account for Special UC Davis Affiliates

There are six steps to the TAF process:

1. The sponsor begins the process.

   NOTE: If there is currently a TAF but it needs to change sponsors, please see https://kb.ucdavis.edu/?id=10047
   
   Sponsors must adhere to the standards outlined in the Temporary Affiliate Departmental Review and Approval Standard article. Though, historically, the sponsors have been tech leads or departmental MSOs. To initiate the process, visit the TAF website and enter your Kerberos username and passphrase. You will be taken to the TAF landing page. On this page, the sponsor clicks "Create a TAF" and enters the following information:

   • The proposed affiliate's name and email address
   • The TAF expiration date (month, day and year)
   • The sponsoring department
   • The category that best describes the affiliate
   • Previous student and/or employee ID number if they were previously associated with UC Davis - this helps the most with ensuring the proper account reactivates.
   • Any additional comments for the affiliate

   When this page is completed and the terms and conditions have been accepted, the proposed affiliate will receive an email (at the email address entered by the sponsor) inviting them to complete their portion of the online form.

2. The proposed affiliate verifies their information

   The affiliate verifies the information submitted by the sponsor and enters their identification and contact information (they have the ability to change their email address if another email is preferred). Before the proposed affiliate agrees to the terms and conditions at the bottom of the page, they can enter comments to be routed back to the sponsor before the sponsor verifies the proposed affiliate's information.
   TIP: The affiliate will want to review their entries for accuracy and preferred name to ensure Step 6 can be completed. Typos and errors creates issues and delays.

3. The sponsor verifies the proposed affiliate's information

   The sponsor will receive an email containing comments (if any) and a link to Step 3 in the process. This step is to verify that the proposed affiliate has completed their information correctly. The sponsor will click the "continue" button at the bottom of the page and the form will be forwarded to the page where an approver is selected.

4. The sponsor selects an approver

   There are two ways to select an approver. The simplest is to select from a pre-populated pull down menu of authorized approvers. If the appropriate person is not listed in the approver list, the sponsor is prompted to designate an approver (which should adhere to the guidelines outlined in Temporary Affiliate Departmental Review and Approval Standard article) and then either added to the approver pull down menu or denied. Once an approver is selected and comments (if any) are entered for the approver, an email is sent to the approver with a link routing them to the final approval page.
   TIP: Approvers are reviewed by Unit Heads regularly. Some approvers may also change when they change departments or leave the university.

   The same person may not sponsor and approve the same temporary affiliate.

5. The approver approves/denies the proposed affiliate

   If the proposed affiliate is approved, they will receive an email containing pertinent information and a link to the Computing Account webpage where they can create their account. If they are denied, the sponsor is notified.

6. The affiliate makes their account. 

The account is ready for creation, following instructions in the email and steps at accounts.ucdavis.edu. Users will get a basic limited computing account including standard Microsoft email. Once the account is created, it is available the next day.