Affiliates

• Prior to submitting the affiliate access form:
  • Identifies an individual requiring affiliate access
  • Reviews Information and Instruction sections below
  • Provides a justification or reason why the affiliate needs access
  • Identifies services the affiliate will need access to
  • If a CHBC is needed, completes the CHBC request form
  • If the affiliate is a minor, reviews the UND Policy “Protection of Minors in University-Sponsored Programs or Programs Held in Campus Facilities”
  • Identifies a department contact to act as the point of contact for HR
  • Identifies appropriate Vice President or Designee for affiliate authorizations/approvals
• Upon notification from HR of the processed affiliate, forwards the instructions on how to claim an HCM user account to affiliate.
• Responsible and liable for any action taken by the affiliate through their use of access granted.
• Submits any changes to an affiliate’s access by notifying HR and/or the affiliate’s services.
• Ensures affiliate’s status is removed once their work on campus is complete.

Ending Affiliate Status

It is the responsibility of the sponsoring department to inform Human Resources when an affiliate status should be set to completion, or if any changes/updates are required.  It is the obligation of the UND sponsoring department to ensure the affiliate’s access is removed once their work on campus is complete.

• Manages requested affiliate services, such as building and/or network access, campus libraries, parking, etc.
• Assists the sponsoring department to answer all questions and concerns related to the service supported.
• Receives a completed copy of the form as a request for access to the service.
• Determines if affiliate access to service is appropriate and processes as appropriate.

• Processes affiliate access request forms into HCM within 3 business days, including:
  • Processes affiliate criminal history background checks (CHBC)
    • If a background check is required but is not completed prior to submission of the form, Human Resources will hold on processing the form until the request comes back as clear.
  • Assigns the affiliate’s Employee ID
  • Forward a completed copy of the form as a request for access to the auxiliary services.
  • Retains affiliate records.
• Manages the submission process of the affiliate access request forms.
• Provides auxiliary contact information to campus upon request
• Annually reviews active affiliates and reaches out to sponsoring departments to verify need for continued access.

The name and email address of the person in the department initiating the form should be provided here. Frequently this is the administrator requesting affiliate access on behalf of the person.

The name and email address for whom facility access is being requested should be input on this line. Departments are not allowed to complete this portion on behalf of the person, due to the sensitive and protected nature of some of the fields.

The name and email address of the person in the department responsible for managing the affiliate  is entered here. Frequently, this is the same person initiating the form and will be the point of contact for HR.

The name and email address of the person acting as the unit’s vice president or designee. All affiliates must be approved by the unit’s vice president or their respective designee. As an example, A partnered research scientist who requires access to UND laboratories and resources would need to be approved by Heather Wages, the Vice President of Academic Affairs & Provost’s designee.

Reason for request

Clearly state the purpose for affiliate to be on campus. Ex. “Servicing HVAC for Johnson Controls.”

Starting Date                                                                                                                              

The beginning date is the first date the affiliate will be on campus and will need access to services.

Auxiliary Services Affiliate will be Utilizing

Select only those for which the affiliate truly requires access. Some services require the affiliate to have a U Card, for which the affiliate will be charged for the card. Campus Libraries, a Dining Center Meal Plan, & a Wellness Center Membership will require a U Card. Further, some services are only available by purchasing them and/or submitting a request:

• Parking Permit Application
• Wellness Center Membership: Contact Wellness Center at 7-WELL for arrangements.
• Building Keys Request Form

Criminal History Background Check

A Criminal History Background Check (CHBC) is required if any of the following apply to the affiliate: access to confidential or proprietary info; need master keys; work with students; access cash, credit card, debit card, other financial transactions; working with dangerous/controlled substances; provide childcare or supervise minor children.

If a CHBC is needed, the department is responsible for completing the CHBC request form prior to submitting the affiliate access form. If a background check is required but is not  completed prior to submission of the affiliate access form, Human Resources will hold processing the form until the request comes back as clear.

Is the affiliate a minor?

If the affiliate is a minor, you must review the UND Policy “Protection of Minors in University-Sponsored Programs or Programs Held in Campus Facilities” prior to filling out the form.  This policy can be found at Policy Stat.   

Contact Information

Name of departmental contact sponsoring the affiliate, department name, department #, signature, phone # and date. This is the person that will be contacted if there are questions or additional information is needed.

Only the person for whom affiliate access is being requested may complete this section. They should provide their full legal name.

Last 4 of Social Security #

This is needed to identify the correct record for the individual in case they have been assigned an EmplId in other PeopleSoft systems within the NDUS system.

Employee ID (EmplID)

The EmplID is the unique identifier assigned to all those with access to any North Dakota University System (NDUS) service or institution. It is the key for an affiliate to access services. This is always a 7-digit number. If an affiliate has ever been employed by UND, an NDUS institution, or state agency or has been a student at an NDUS institution, they will already have an EmplID assigned to them. If not, a new EmplID will be created and assigned to the affiliate.

Contact Information

The affiliate should provide their home, local, or permanent address. If the affiliate has a cell phone, it will be used for notification in case of a campus emergency. The e-mail address provided should be one the affiliate checks on a regular basis.

Authorization/Approval

The form will not be processed unless all signatures are obtained. All affiliate access requests must be approved by the department contact and the area Vice President or Designee (chair/head) of the sponsoring department.

• Human Resources will process and assign an Employee ID.
• Human Resources will forward to the U Card Office if a U Card is required for the affiliate to access services. The Affiliate is responsible for the payment of the U Card fee at the time of issuance.  The Affiliate will not be able to obtain a U Card until the U Card Office receives the completed form from Human Resources.
• Once fully processed, all approvers and the initial requestor will receive a completed copy. The U Card Office and UIT will be notified automatically. If applicable, a notification will be sent to the auxiliary service contact for the service being requested.
• Departments may send the attached link with instructions on how to claim a user account, to your new Affiliate
• Active affiliate records will be kept in a Perceptive Content drawer. When a department notifies Human Resources to deactivate an affiliate, Human Resources will move the affiliate record from the active Perceptive Content drawer to inactive and the affiliate will be moved to inactive status within HCM.