Guidelines for Entering Non-Employee Affiliates in HRMS
Non-Employee Affiliates are individuals who have a role recognized by the campus that does not include an appointment, pay(1), or student status. Berkeley Students may also be considered Non-Employee Affiliates if they have an additional association with the university that is unpaid and does not have an appointment. Individuals who have an appointment without salary (WOS) are nonetheless considered employees, and are not to be considered Non-Employee Affiliates.
Many types of Non-Employee may be recorded in HRMS to provide access to campus services that require an HRMS-generated ID. Departments may add people as affiliates who match an already approved Non-Employee Type in HRMS, when the relationship has been approved by the appropriate authority, usually the Administrative Official(2). By approving this relationship, the Administrative Official is vouching that the individual truly belongs to this approved type. This approval should be documented.
When you record a Non-Employee in HRMS, you are potentially granting access to a number of services on campus to that individual. Therefore, you should exercise appropriate care and caution. Please use the following guidelines:
- Create the Non-Employee record with an end date corresponding to the anticipated duration of the University affiliation. For example, if an individual will be volunteering with the University for a short period of time, and needs access to certain services, add them for that period of time only.
- When a Non-Employee has an indefinite association with the University, please define a review period of a year or less so that you evaluate their affiliate status periodically.
- Your department's Administrative Official has the authority to designate an individual as a Non-Employee in an already approved category (‘NEE Type’ in HRMS). This decision, and the decision as to whether to include that individual in HRMS, should give consideration to the services that become available to that individual when they are granted NEE status in HRMS (see below).
- When entering the affiliate’s record, please also ensure that you select the appropriate type of Non-Employee in HRMS, as this setting will govern access to services.
Remember that by granting an individual NEE status you are assigning the Non-Employee a University identity. This identity may provide the individual with access to certain University systems and services. For instance, giving Non-Employee Affiliate status in HRMS to an individual may allow them to obtain the following:
- Campus Cal 1 Card photo ID (restrictions and additional requirements may apply before a card is issued), providing access to buildings and other University areas.
- CalNet ID, which provides access to many Campus systems. While
many systems provide an additional layer of security on top of CalNet
to authorize access, some do not. For example, a CalNet ID provides
unrestricted access to:
- Airbears, the campus wireless network
- Cal Profiles, providing University statistics and data
It is likely that, in the future, Non-Employees will automatically have access to other campus services and systems other than, or in addition to, those outlined above. Service providers set the policies and guidelines about which members of the campus community may access their services. Please check the guidelines published by service providers to ensure that you are adding your Non-Employee Affiliates in the appropriate role to provide access only to those services to be used by that individual.
The Non-Employee record in HRMS has a required field called "NEE Type" that defines the category of affiliate (i.e. consultant). Please ensure that the person being added is a member of one of these types. To recommend another type of affiliate for inclusion in HRMS, please write to hrmshelp@berkeley.edu. Your request will be directed to the HRMS Project Team, which will review the request and make recommendations to the Office of Human Resources and the Academic Personnel Office, which will make the final decisions on which types of Non-Employees to add. Please note that HRMS Non-Employee records are not passed to the payroll system, PPS.
There are several categories of University titles that may have appointments without salary (WOS). They are entered in HRMS as employees using the appropriate Title Code and their records are also passed to PPS for important benefits and service calculations. The following categories are entered in HRMS as employees:
- Emeritus Professors
- Visiting and Adjunct Professors
- Certain categories of Post Doctoral Fellows
Guidelines For Service Providers
Providers of electronic services, particularly those using CalNet as a means of authentication, should consider how the inclusion of Non-Employee affiliates in HRMS, and by extension, in CalNet, affects how they provide access to their systems.
Publish eligibility requirements for access to your service in a
prominent place on your website. For example, review the Faculty Modem
Service eligibility page at http://uas.berkeley.edu/services/faculty.html,
the Library's list of Institutional Affiliates at http://www.lib.berkeley.edu/services/library_privileges.html#ia
or the CalMail eligibility page (currently under review) at http://www-uclink.berkeley.edu/cgi-bin/display/ucl_policies#eligibility.
Providers should familiarize themselves with CalNet policies (https://CalNet.berkeley.edu/policies.html#dev).
Non-Employee affiliates are classified in HRMS as a specific type of affiliate. This information is included in the public view in CalNet, and is documented on the CalNet website. You may elect to include or exclude an entire type of affiliates as part of your service's authorization process.
Providers may elect to exclude all affiliates from access to their services as affiliates are clearly identified in CalNet. Service providers, whose policies allow access to a certain type of affiliates, but not all affiliates, must include affiliate type in their authorization logic. Designation of an individual as a Non-Employee in HRMS may not be enough to authorize that individual to use the service that you provide. Consider this in developing your application-specific authorization framework.
In defining which group of Non-Employee Affiliates should have access to the service, the service provider might consider establishing a steering committee to provide guidance. For example, CalMail has a steering committee that provides input into what groups are authorized to use CalMail.
If you have questions about the use of affiliate types, please email the HRMS Help Desk at hrmshelp@berkeley.edu. If you have technical questions about establishing authentication for affiliates through CalNet, please email CalNet-admin@lists.berkeley.edu.
(1) Refers to pay as an employee of any type. However, BFS vendor status does not apply.
(2) The Administrative Official is usually the Dean,
Director or MSO. For a more detailed discussion of Administrative
Officials, please see the Guide to Navigating UC Berkeley's Business
Environment: http://controller-fs.vcbf.berkeley.edu/ResponsibilitiesGuide/HTML/PrinciplesofDelegation.htm).