How to Update an Affiliate
1. Sign into the Identity and Access Management system
2. Under Admin Tools, select Manage Affiliates (if you do not see this option, you are not a DDE. Contact your Business Officer)
3. To accurately add affiliations for those who already have a UCSBnetID, use the Find Existing User search function to retrieve their existing account data
4. Click Advanced Search Options to see the various search operators
For instance, the n: operator can be used to search using their UCSBnetID
5. Select their existing profile to load their data to the form
NOTE: You will not have access to add an affiliation if the person is currently sponsored by a different department. Please submit an IT Help Desk ticket to have their Sponsor Department updated.
6. Enter the Sponsor Department, Affiliation, End Date (one year maximum), then click Submit
How to Create an Affiliate
7. If they have never had a UCSBNetID, you can create a new affiliate record using the form. Ensure all required information is accurate.
NOTE: If they have a SSN, enter the SSN Last 4 Digits. If the SSN last 4 digits are not entered, and they are hired in UCPath with their SSN included, this will create a second duplicate Identity record, which will cause problems and require the two records to be merged. If they are an international affiliate without a SSN, only then enter four zeros as the last 4 digits (i.e., 0000).
- Academic Affiliates have a one year maximum affiliation time. You will receive an email notification 2 weeks prior to the expiration date so you can extend it, if necessary.
- Emeriti can have a 0% appointment in UCPath. This is also the ideal process for handling situations such as Short Work Breaks (SWB).
How to View and Sort Affiliates
8. You can see all of your department affiliate information by clicking the View Affiliates button, located under the Find Existing User search function. This section contains their name, annex ID, sponsor department, affiliation type, netID, status, end date, and email address.
