Departments can elect one or more Department Directory Editors (DDE) for their department. DDE's can create affiliates for their department as well as renew accounts for former faculty and staff.
Affiliates
The affiliate function of campus identity falls outside the scope of the Registrar and UCPath payroll, enabling departments to create Identity accounts for individuals who are not faculty, staff, or students. A DDE can update, or create, an affiliate using the Identity Manager under Admin Tools in the Manage Affiliate section. The Find Existing User search function is used to load existing account data, to ensure the affiliation is added properly to the existing UCSBnetID profile. After adding an affiliation to an existing UCSBnetID, or after creating a new affiliate record, an identification number is generated called the Annex Locator. This is given to the individual so they can activate, or reactivate, their UCSBnetID using the Identity Manager.
The affiliate function also enables departments to reactivate, or extend, accounts. For example, if a faculty member is returning for the new quarter but the UCPath payroll record is not ready, a DDE can make them an academic affiliate so they can reactivate their UCSBnetID. Remember to use the Find Existing User search function to locate their existing UCSBnetID profile. To extend an account, if a faculty member is dropping out of payroll and needs to use campus services for another month, simply add the academic affiliate to their existing UCSBnetID to cover the period of time needed.
Affiliate records can also be created for contractors. The contractor affiliation has the same access as an academic affiliate, the affiliation is merely available to help manage different types of affiliate accounts.
All affiliations have an end date. You can view and sort all the affiliates for your department and determine which accounts are about to expire. If an account is no longer needed, simply let it expire. If an account is still needed, DDE's can extend their access by adding a new affiliation with a new end date.
Account Profiles
With each account comes a profile that displays information about the person. The required data is loaded to the Manage Affiliates form after selecting their existing account. It is important to understand that campus identity is the source for UCSB personal data that is shared with other services. The person and the department share the responsibility of keeping their profiles up to date so the data is accurate. Moreover, a department may have certain policies to keep employee information consistent. For these reasons, DDE’s can edit the account profiles of people in the departments to which they have been given access.
Manage Department Directory Editors
If you need to add or remove a DDE, a current DDE or Business Officer must submit a help request to the UCSB help desk (Information Technology Services > End User Services > Access and Accounts > Manage Department Directory Editors)
List of Department Directory Editors
A list of current DDE's is available in the Identity Help Desk. This help desk is only available to select users and members of the help desk team.