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PURPOSE:

Streamline the affiliate provisioning process

APPLIES TO:

Faculty, staff, and affiliates
 

Affiliate Provisioning

RHIT Affiliate Standards:

  1. Individuals visiting campus requiring only internet access are not considered RHIT Affiliates. See this Knowledgebase Article to learn how these visitors access internet services.
  2. RHIT Affiliates are classified by Affiliate Type
    • Level 1 – Long Term, semi-permanent relationship eg. Bon Apetit, ROTC, Health Services. Includes Affiliate Type(s): Affiliate Employee
    • Level 2- A temporary affiliate granted access for up to one year. The default expiration date is June 30th of year requested unless otherwise specified (see RHIT Affiliate Form).  Access may be extended through request for an extension.  Includes Affiliate Types: Independent Contractor, Intern, Volunteer
  3. All Affiliates must have an Affiliate Sponsor, an RHIT employee or Level 1 Affiliate with oversight of the affiliate assignment.
  4. The Affiliate Sponsor holds primary responsibility for managing RHIT Affiliate account status and access.

RHIT Affiliate Workflow:

  1. Create Affiliate Record
    1. Affiliate Sponsor submits RHIT Affiliate Form approved by Institute Executive (Cabinet Member or Dean of Faculty) to Human Resources. The Affiliate Sponsor is responsible for securing the affiliate’s agreement to comply with the Institute Computer Use Policy (Affiliate Form)
    2. Human Resources processes the Affiliate Form, adding the individual to Banner as an RHIT Affiliate.
  2. Data and Services Access
    1. Level 1 Affiliate - EIT receives notification to create account which includes the following default base services:
          1. Network Account
          2. RHIT Email Account
          3. My Rose-Hulman
          4. EMS Scheduling Software
    2. Level 2 Affiliate- EIT receives notification to create account and/or access to data services IF requested on the Affiliate Form. There are no default base services for Level 2 Affiliates
    1. Upon account creation, Affiliate Sponsor receives the RHIT Affiliate’s network credentials and assists the Affiliate in getting logged in.  After account creation, the Affiliate Sponsor may work with the appropriate data steward to request additional services or software access required.
    1. Affiliate Sponsor and the Area Vice President will receive account expiration  email notifications 14 days and 7 days prior to an account expiration.
  1. Extending Affiliate Record and Data Access
    1. Affiliate Sponsor has access to a list of his/her sponsored Affiliates on the Affiliate Manager Page in Banner  
    2. The Sponsor may update the assignment end date on the Affiliate Manager Page.
    3. A workflow is initiated to notify Affiliate Sponsor, Executive, Human Resources and EIT Service Desk of new termination date
    4. The Affiliate Sponsor will receive a confirmation of the update via EIT Dynamics Service Case.
  1. Terminating Affiliate Record and Data Access
    1. If the affiliate assignment is terminating because the affiliate is becoming a Rose-Hulman employee, please contact Human Resources instead of changing the expiration date on the Affiliate Manager page.
    2. When the Affiliate assignment is complete, the Sponsor updates the assignment end date on the Affiliate Manager Page in Banner  
    3. A workflow is initiated to notify Affiliate Sponsor, Executive, Human Resources and EIT Service Desk of the termination of assignment.
    4. The Affiliate Sponsor will receive a confirmation of account termination via EIT Dynamics Service Case.
Options for Accessing the Affiliate Manager Page:

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