Question

How to Set Up a Temporary UC Davis Affiliate for Access.  This page provides step-by-step instructions for the sponsor for filling out a TAF until finalization. 

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

When a business need is deemed necessary by an affiliated UC Davis department, guest faculty and staff, visiting scholars and others may receive temporary computing privileges. Whether or not to use a TAF is the department's decision as they are responsible for the affiliate access. Temporary accounts are active for a maximum of one (1) year, or until the owner's affiliation with UC Davis ends, whichever comes first. Renewal of this account is required for continuation of services beyond one (1) year. There is no limit to the amount of times a TAF can be renewed.

Answer

There are four main steps to completing the online TAF:

1. Initialization - The process is initiated by a UC Davis sponsor, limited to currently active career staff and/or faculty. Once the necessary data has been entered, the TAF is automatically routed via email (that is specified in the TAF) to the affiliate for detailed information about them.
2. Affiliate completes TAF - After the affiliate has entered their information, the TAF is automatically routed via email back to the sponsor.
3. Sponsor forwards to departmental approver - The sponsor verifies the entered information is filled in completely and routes the TAF to a departmental approver (chosen by the sponsor).
4. Departmental approver finalizes the TAF - Once approved by the departmental approver, an email is sent to the affiliate for instructions on how to create their commuting account. For previous/current affiliates an email is sent informing them of completion, but a new account computing account is not necessary.
   
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Steps:

Part 1: Initialization

NOTE: If there is currently a TAF but it needs to change sponsors, please see https://kb.ucdavis.edu/?id=10047 

As an active, UC Davis faculty or staff member:

1. Visit this page - https://computingaccounts.ucdavis.edu/cgi-bin/taf/index.cgi and login to the website with your UC Davis LoginID and passphrase.
2. You can perform one of two actions here:
   1. Renew an existing TAF by clicking the Renew link to the left of the individual.
   2. Create a new TAF by clicking the Create a TAF button.

If you've decided to renew

This is the preferred method whenever you have the opportunity.
You'll be unable to modify existing information about the affiliate; you will only be able to modify the new end date. There are no additional layers of approval for a renewal. Once you choose the new date, the affiliate will receive an email with the new date and the change will occur immediately.

Note: The format is YYYY/MM/DD

If you've decided to create a new TAF

You'll be taken to a new screen and asked to enter the following information:

• Affiliate Name
• Previous affiliation information <-- This is important to make sure this links with the previous record and account where applicable.
• Current email address of affiliate
• Start and End dates
• Type
• Department
• Any comments

Once you've completed this information, you can begin the next step by clicking Yes, I agree. This will send an email to the affiliate, based on the email address you specified for them to complete some additional information.

Tips to avoid Computing Account problems for new TAFs

• The first, middle and last name you enter here will be used to create their account. Double check spelling and how it's entered.
• If the affiliate is a previous student or employee you must enter their ID# to avoid an account reactivation issue. First, check the box next to either the student or employee text and then enter their 9-digit number.
• Double check the email address of the affiliate before submitting the form. If the email address is wrong, a new TAF will have to be created.
• The end date cannot exceed 365 days from today's date. Also, remember it's in a YYYY/MM/DD format.
• The type of affiliate you select can impact what systems they have access to (or don't have access to). Please choose the appropriate type and review with any service owners if you have concerns or questions.
• The department you select will ultimately impact what default departmental approvers will initially populate, on the final step. Ensure your department is selected and the department approver is aware that you are requesting a temporary account for someone.

Part 2: Affiliate completes TAF

As an affiliate, you will receive an email with a link that will take you to the online TAF form for completion. Fill in the required fields and double check the information entered by the sponsor is correct.
Please note red asterisk fields are required. Preferred name will be what the account uses when creating a new account and needed if there is a lived name different from legal (official on this form) name.

You can also send your TAF applicant this article to help them with filling this part out: https://kb.ucdavis.edu/?id=11057

Tips for affiliates to avoid Computing Account problems

• Check the correct spelling and names in the First, Middle and Last fields
• Double check the birthday is correct. Sometimes the Day & Month fields are reversed.
• Verify the 9-digit number is entered properly, if applicable

Once you've filled out the form click Yes, I agree. The form will go back to your sponsor; they will receive an email indicating as such, asking for review.

If the potential affiliate did not see the email, you can resend their email in the portal:

Part 3: Sponsor forwards to departmental approver

The sponsor will be receive and email Subject Line: UC Davis Temporary Affiliate Form Complete to verify that the form has been completed by the affiliate. Click the unique link provided in the email to proceed or log into the TAF portal to check on your TAFs. You can verify if the affiliate has or has not completed their part. 

1. Final approval of the information entered by the affiliate. Click "Manage" next to the TAF you want to review..
2. Selection of a departmental approver.
   You'll be presented with a list of verified approvers based on your department. If you do not see someone you recognize, there are two options to consider:
   • Reach out to that person and communicate your intentions. Notifying your local IT department is also helpful. 
   • The approver is not in the list above, click "Request a New Approver"
     
     
     
     
3. Clicking Continue will take you to the next screen if yuu do not need to request a new approver. 
   
   If you did need to request a new approver, you will presented with a pop up to request a new Approver. 
   Search for and choose an approved individual. Once that person has been found, mark the radio box to the left of their name and click Submit.
   Per the UCD Policy and Procedure Manual, Chapter 310, section IV.A.2., only department heads may approve computing access for affiliated individuals. Examples of appropriate department head titles are Department Chair, Dean, Management Services Officer (MSO), Unit Manager, Vice Chancellor or Provost. 
   
   
   
   Click Request Approver Addition.
   If approved, you will proceed again from the start of Part 3.
   
   
4. The approver must complete the TAF. They can find the approval in their email or by logging in at servicehub.ucdavis.edu under My Approvals.
   
   

Tips to avoid delays in this part of the process

• Based on feedback received by IT Express, many delays in the process can be traced back to department approvers not noticing they have TAFs awaiting approval.
• The departmental approver will receive an email, only once, with a specific link that they can click to approve the TAF. If they did not receive this email, you can direct them to this page -https://computingaccounts.ucdavis.edu/cgi-bin/taf/index.cgi- to see a list of pending actions.

Part 4: Departmental approver finalizes the TAF

The department approver receives an email Subject: UC Davis Temporary Affiliate Account RENEWAL REQUEST. 
The approver reviews the page and approves or denies the request. 

Once the TAF is approved by the departmental approver, the TAF creation/renewal process is finalized. The affiliate will receive an email with instructions, either with computing account setup instructions, or confirmation of renewal.
Once completed, the sponsor will receive an email Subject: UC Davis Temporary Affiliate Account RENEWAL APPROVED.

The TAF applicant will receive an email Subject: Your UC Davis Temporary Affiliate account REQUEST or RENEWAL APPROVED. 
If the TAF applicant will be prompted in the email " If you do not already have one, please follow the URL below to create your personal UC Davis computing account."
If they already have a computing account, they DO NOT make a new account and should be able to log in. If they have any issues logging into their account, it may be because it created a duplicate. 
Please have the account owner contact the service desk for assistance. https://iet.ucdavis.edu/support