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When is a Temporary Affiliate Form appropriate?

Share URL:      Article: KB0000575 Published: 2015-06-16 Last modified: 2016-05-18

Question

When is a Temporary Affiliate Form appropriate?

Overview

The Temporary Affiliate Account, often times referred to as Temporary Affiliate Form (TAF), allows a department to sponsor an individual with a campus computing account. There are several reasons to consider sponsoring an individual for a TAF:

  • The individual will need access to Kerberos protected resources to perform research for the university.
  • The individual is not enrolled as a student or employed as a faculty/staff member at the university.

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.

TAFs can occasionally cause duplicate entries in the computing accounts database. This will lead to access issues to many services including but not limited to Time Reporting System, Kuali/Rice, and MyTravel.

Answer

In general, a TAF should only be used for an individual who will be with UC Davis for a short period of time, needs access to secure services, and will not be listed in the Banner Student Information System (SIS), Payroll Personnel System (PPS) and/or the UCDHS PeopleSoft service. There are other circumstance when a TAF can be used, but the sponsor and affiliate must pay careful attention to ensure the proper computing account records are modified.

  1. The affiliate is a former employee or student who will be assisting on a project or is providing transition support.

In these cases is is important that the affiliate mark that they were a prior account holder and provide either their old employee ID number, old student ID number, or their correct UC Davis email address in that portion of the TAF. If the incorrect ID number or email address is provided, the wrong account will be updated with the new expiration date and the intended account will remain inactive or in "Going Away" status.

  1. The affiliate is a future employee.

In this case, the sponsor must mark the 'Future Employee' box on the TAF form and the affiliate/future employee must put their Social Security Number in the SSN field. Failure to to both steps will result in multiple database records to be created. This, in turn, will result in problems accessing the Time Reporting System, UC Learn, Kuali/DaFIS, Rice, and other services dependent on the affiliate's loginID to be associated with their employee record in PPS. These access issues can only be fixed by manually merging the TAF and employee in the computing accounts database and allow time for the merged information to be picked up by all services.

  1. The affiliate is a seasonal employee.

In the case of a seasonal employee or faculty members who do not have year round appointments, if they already have a UC Davis computing account, then the guidelines for a former employee should be followed. If they do not already have an account, then the new hire guidelines should be followed.

  1. Whether or not to use a TAF is the department's decision.

The above best practices are not set in stone. There are circumstances such as new professor will needing an account prior to arriving but may not be willing to provide their SSN or their Tax ID Number has not yet been issued, or an new resident must complete training before the start of employment, etc. A delay in getting access based on employee status may be acceptable to ensure necessary training is complete, a new professor may need to ensure that his SmartSite course site is set up prior to the start of quarter, etc. Different circumstances may mean it is better for the affiliate to have a computing account and then merge database entries after the fact instead of waiting for a full record to be available in the computing accounts database.

More information about the TAF program can be found at:

User Guide

 


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