PURPOSE
Allow access to computing assets to perform a work assignment or access to Institute facilities.
APPLIES TO
Faculty, Staff, and Affiliates
RHIT AFFILIATES AND COMPUTING SERVICES
DEFINITIONS
Individuals visiting campus requiring only internet access are not considered RHIT Affiliates. See this Knowledgebase Article to learn how these visitors access internet services.
An RHIT Affiliate is an individual with a relationship to Rose-Hulman that allows access to facilities or access to computing assets to perform a temporary work assignment. Affiliates are not employees of the Institute.
Affiliate Roles, Independent Contractor, Consultant, Volunteer, Community Member, Affiliate Employee, describe the nature of the relationship. Affiliate Employee is reserved for a long term, semi-permanent relationship with the Institute (e.g. employees of Bon Apetit, ROTC, and Health Services)
An Affiliate Sponsor is an RHIT employee or Affiliate Employee responsible for oversight of the relationship or temporary assignment. These individuals hold primary responsibility for managing the RHIT Affiliate status with the Institute. This includes onboarding, authorization of computing services, and terminating the relationship upon assignment completion or when the relationship has ended.
AFFILIATE ONBOARDING PROCESS
Complete RHIT Affiliate Form
1. Affiliate Sponsor submits the RHIT Affiliate Form, approved by the appropriate Institute Executive, to Human Resources. The Affiliate Sponsor is responsible for securing the affiliate’s agreement to comply with the Institute Computer Use Policy. The Sponsor identifies the base computing services required for the Affiliate on the form.
2. Human Resources processes the Affiliate Form, adding the individual to Banner as an RHIT Affiliate.
3. Remote Affiliates receive their account information from EIT Systems to the email provided on the Affiliate form (personal email). On-campus Affiliates pick up their account information from the EIT Service desk. If required, the Affiliate Sponsor works with the appropriate data steward to request additional services or software access. This additional access is generally requested via an EIT Service Request.
AFFILIATE RECORD MANAGEMENT
Notification
1. The Affiliate Sponsor and the Area Vice President will receive email notification of account expiration 14 days and 7 days prior to an account expiration.
Managing End Date
2. The Affiliate Sponsor may terminate the affiliate assignment or extend the affiliate account via the Banner Affiliate Manager Page (link below) by updating the assignment end date.
3. The Affiliate Sponsor, Executive, Human Resources and EIT Service Desk receive notification of the new termination date.
4. The Affiliate Sponsor receives confirmation of account extension or termination via an EIT Dynamics Service Case. If the assignment is terminating because the affiliate is becoming a Rose-Hulman employee, Sponsors must contact Human Resources instead of changing the expiration date on the Affiliate Manager page.
OPTIONS FOR ACCESSING THE AFFILIATE MANAGER PAGE
URL: https://bannerssb.rose-hulman.edu/BannerExtensibility/customPage/page/Affiliate_Manager
Banner Web -> RHIT Custom Apps and Links -> Affiliate Manager
Application Navigator (search “Affiliate Manager”)