Renewal of affiliates
It is time for the annual renewal of affiliates (excluding emeriti faculty and retiree faculty), which must be completed by Friday, July 28, 2017. Renewals not completed by this deadline mean that expired affiliates (except emeriti faculty and retiree faculty) will be terminated from the Banner system, and these individuals will lose associated privileges (e.g., VCUCard ID, email, library and other access).
It is the responsibility of each department to ensure that affiliate records are terminated in Banner whenever the affiliation ends. Failure to terminate affiliate records in a timely manner represents a risk to the university; affiliates may have access to systems, buildings, and privileges without proper authorization. Please use this annual renewal process to audit your existing affiliates to ensure access is only given to those who require it.
Please follow these steps:
- Review your “Affiliates in Banner” report in the Personnel Administrator folder in the VCU Reporting Center.
- Ensure that emeriti faculty and retiree affiliates are listed with the correct Affiliate Group (EMER or RET) so their affiliations will automatically be renewed. To correct the Affiliate Group, follow the instructions to complete the AFNEW2 ePAF – see instructions at http://www.hr.vcu.edu/media/hr/documents/guides/AffiliateUserGuide.pdf.
- Terminate affiliate associations that are no longer active by using the AFTERM ePAF – see the instructions at http://www.hr.vcu.edu/media/hr/documents/guides/AffiliateUserGuide.pdf. It is critical to ensure affiliate status is current so that no one has access to buildings, systems or resources for longer than they are approved. (Note: For affiliates who have a zero-salary job in Banner because they supervise VCU employees, the job record must be terminated. Prior to submitting the AFTERM ePAF, complete the TERMJ ePAF to terminate the associated affiliate job. Once the TERMJ is completed, you may complete the AFTERM for the terminating affiliate.)
- Use the AFREN ePAF to modify the begin dates for individuals (except emeriti faculty and retiree faculty) who will remain active affiliates. See the instructions at http://www.hr.vcu.edu/media/hr/documents/guides/AffiliateUserGuide.pdf.