Information for University of Maryland Affiliates - Administrative and Enterprise Applications (AEA) - OIT

Data Admin Home | AEA Home | OIT Home | About OIT | Services Directory | FAQs | Employment | Help Desk | Contact Us

	Information for UM Affiliates


	UM Affiliates An affiliate is a person who (1) is not a student, faculty member or staff member of the University of Maryland, (2) has an affiliation with the university such that it is desired to give him/her limited services, (3) is not on campus to participate only in camps/programs that are sponsored by a non-academic or academic campus department, and (4) does not require a paid or non-paid appointment in the Academic Resource or Payroll Human Resource Systems. Affiliate Sponsorship Affiliates must be sponsored by a UMCP department. The Department Chair or Director is the deciding authority regarding sponsorship of an affiliate and the assignment of appropriate services. For questions about sponsorship and/or services, affiliates should contact the administrative office of the UMCP department sponsoring them. Notification to Affiliates from whom we Collect SSN Per the University of Maryland Policy on the Collection, Use and Protection of ID Numbers, please read the following notification regarding use of social security numbers: http://www.oit.umd.edu/dataadmin/Policies/Affiliates_Notif.pdf Updating Personal Information Affiliates do not have access to the on-line Employee Data Verification Form. In order to have personal information updated, the PHR Creator in the sponsoring department must access the Affiliate record in PHR Affiliates and make appropriate changes, e.g. Email Address, Home Address, etc. Procedures to Set Up Services Before an affiliate can receive services, the sponsoring department must follow internal procedures for setting up an affiliate in campus systems and obtaining the appropriate approvals. Depending on the services, this process can take up to one week. A service will not be given if the sponsoring department has not authorized it. Once the affiliate record is complete, all necessary approvals have been received and the record becomes Active in our systems, services can then be set up for the affiliate. Affiliates data will be available to Service Offices by 9 AM each business day (noon for services that depend on presence in the university directory) provided they are present in our systems with approvals by COB the previous day. After the record is established in our systems, proceed as indicated below for setting up each service that was assigned. Directory ID Go to www.oit.umd.edu/new Select “Incoming Faculty/Staff/Affiliates” Select the “Set your initial Directory Password”. OIT E-mail (mail@umd) Go to www.oit.umd.edu/new Select “Incoming Faculty/Staff/Affiliates” Select the “Set your initial Directory Password” and follow the steps indicated. OIT Calendar Work with sponsoring department personnel to activate your affiliate calendar account. Once the account has been activated, the departmental requester will receive an e-mail confirmation with information on how you can access the account, etc. Voice/Data Services Work with your sponsoring Departmental Telecommunications or Data Representatives to initiate your affiliate voice/data services. WAM/Glue Accounts Go to www.oit.umd.edu/new Select “Incoming Faculty/Staff/Affiliates” Select the “Set your initial Directory Password” and follow the steps indicated. Campus Recreation Services Campus Recreation Services will require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card. After obtaining an ID Card, go to Campus Recreation Center’s Member Services Counter (hours of counter operations Mon-Sat 8:00am – 9:00pm, Sun 10:00am-9:00pm) and present your ID Card. After completing Membership Forms and purchasing a Membership, you may begin using the Campus Recreation Center. Library Services UM Libraries require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card. After obtaining an ID card, Regular Affiliates must go to McKeldin Library Circulation Desk (Mon-Fri 9:00am-5:00pm) and present their ID Card. After completing the form on the UM Affiliate Memorandum, including the department completing their portion, you may begin using the UM Libraries. UMCP Retirees can take their retiree ID card to any campus library and register for book borrowing services. Questions should be addressed to 301-405-9094 or askmckcirc@umd.edu. Campus Building Access Work with sponsoring department personnel to activate Campus Building Access. Building access will require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card. Allow 24 hours to activate building access, then you should test your card at building/door access locations to which you are to have access. If the door is unlocked during the day, you can call 301-405-3286 Monday-Friday 8am-5pm and have Building Security lock the door in order to test the card. Residential Building Access Work with sponsoring department personnel to request card access to Residential Facilities. For each affiliate approved by Residential Facilities for building access, a signed “Statement of Responsibility for Residence Hall Access and Security” must be submitted. Building access will require an ID Card. Follow the steps indicated on this web page for obtaining an ID Card. Parking Permit See your sponsoring department personnel to find out about parking lot assignments. Assignments are dependent on affiliate type and purpose. Note: Retirees are eligible for free parking in Lots K, P and Z or any of the overflow lots. If you are assigned parking in a lot managed by your department, you will work with your Departmental Transportation Services Coordinator (TSC) and follow the steps below: Complete a Department of Transportation Services (DOTS) parking permit application, including your U ID, name, address and signature. The TSC will assign a parking area and sign the form. Take the completed application to the DOTS, located in the ground floor of the Regents Drive Garage (Bldg 202), along with your payment (check, credit card or cash). If you are assigned to parking lots that are not managed by your Departmental Transportation Services Coordinator (e.g. vendors, retirees, alumni, ROTC), go to the Department of Transportation Services located in the ground floor of the Regents Drive Garage (Bldg 202) to complete a parking permit application and have it approved by DOTS. Note: Affiliates applying for a Time and Materials permit must have their application approved by a Facilities Management Project Manager prior to going to DOTS. Note: Alumni must take their current valid alumni card with them to DOTS. Note: Retirees must take their Retiree ID card with them to DOTS. ID Card (Needed for Library services, Campus Recreation services and Building Access) Affiliate must go to the ID Card Office with appropriate proof of identity: ID Card Coordinator - Phone: (301) 314-8240 First Floor, Mitchell Building ID cards are available Mon-Fri 8:30am-4: 30pm First Floor Lobby of the Mitchell building. (The best time to come is Monday through Friday 8:30am-11: 30am and 2pm-4pm.) A Photo ID (driver's license, passport, etc.) must be presented as proof of identity. The ID Card Office will check the affiliates database to ensure the affiliate has been sponsored and is active, and request proof of identity from the affiliate. ID Card will be created and given to the Affiliate.