Sponsoring departments of Affiliates will:

1. Select the appropriate form for the desired action (either New/Previous Affiliate, Renewal, Update or Termination) via form links on the Affiliate webpage
2. Fill out the electronic form
3. Designate department approvers, one of which must be the Assistant/Associate Vice President, Dean, or Vice Provost and must be the last email entered for routing purposes (Note: The Affiliate form/approval process is required for Emeritus Faculty and Emeritus Staff beyond the emeritus approval processes.)
4. Click Submit

The department approvers entered on the form will receive a link via email to access the form and approve or deny the submitted form in the order entered on the Affiliate form. After the final approver (Assistant/Associate Vice President, Dean, or Vice Provost) approves the form, the form will route to Human Resources Consulting Services for review, Human Resources Recruiting for initiation of the background check process (if applicable), and lastly Payroll Services for entry into the HR Management system.

Please allow a minimum of seven days for affiliate status to be granted after Payroll Services receives the form. If a background check is required, the sponsoring department must notify the Affiliate that they will receive an email from Truescreen to initiate the background check. The Affiliate form will not be approved by HR Recruiting to grant services until the background check is complete. See Policy 1337 - Affiliates for more information.

Affiliate Information: PeopleSoft (PS) ID: If the Affiliate is a previous employee or Affiliate with a PeopleSoft (PS) ID in the HR system, enter their numeric PS ID (the number found on their JAC Card). It is extremely important for initiators to enter the correct HR PeopleSoft ID and JMU eID for an affiliate on the form (if the affiliate is a rehire/PS ID and eID exist) to properly identify the person within the HR system. Failure to provide accurate HR Peoplesoft ID's for Affiliates with existing records can result in duplicate records being created within the system. The cleanup process for removing duplicate records is significant and involves multiple departments including Payroll, IT and Security.

Affiliate Information: eID: If the Affiliate is a rehire/already in the HR system, enter their eID.

Building Code: Click here for a list of JMU Building Codes.

Mail Stop Code (MSC): Click here for a list of JMU MSCs.

Affiliate Non-JMU Email Address: The Affiliate must have a non-JMU email address in order to receive a URL to activate their JMU electronic ID.

PIN: Enter a random 4-digit PIN number using any combination of numbers, even if they were used in the past for another Affiliate. The PIN is a temporary number the Affiliate will use to create their JMU electronic ID.

Affiliate Status/Company: The status assigned to the Affiliate (see Affiliate Groups and Descriptions)

Why does this person need Affiliate status: Enter a brief description to describe why the individual needs affiliate services between the start and end dates entered on the form.

Service Dates: Enter the begin and end date of the period of time in which the Affiliate should be active.

• All short-term affiliates must have an end date of not more than 60 days to be processed.
• For Emeritus Faculty and Emeritus Staff requests, service begin date should be day after last day of employment and end date should be 30 years in the future. Example: If Dolley is retiring and her last day is 08/24/2021, the Affiliate service begin date should be 08/25/2021 and Affiliate service end date should be 08/24/2051.

Services Requested:

• Email: Select if the Affiliate needs a JMU email account OR requires additional access to services which require a JMU email address
• JACard: Select if the Affiliate needs a JACard
• Library: Select if the Affiliate needs Library access.
• Parking: Select if the Affiliate needs a parking permit.
  • 39 or less hours a week on campus: Select if Affiliate will receive a parking permit and is on campus 39 hours or less per week
  • 40 or more hours a week on campus: Select if Affiliate will receive a parking permit and is on campus 40 or more hours per week

Background Check Information: If ‘yes’ is selected on any background check fields, the form will automatically route to HR Recruiting and Employment Services to begin the background check process. If a background check is required, the sponsoring department must notify the Affiliate that they will receive an email from Truescreen to initiate the background check.

Approvers: Levels 1-4: Enter the email addresses of departmental approvers for the sponsoring department. Approvers must include:

• Director (non-academic departments) or AUH (academic unit head)
• The director’s supervisor or AUH's dean
• Assistant/Associate Vice President, Dean, or Vice Provost
• If 4 levels of approvals do not apply, enter a hyphen (-) into the level fields not needed.

When using the Affiliate Update Form:

• Check here to permanently replace Sponsor information for all Affiliates under a specific Sponsor: Select if the same sponsor update is to be performed for multiple Affiliates. The form will update to show only related sponsor fields.
• If the checkbox is not checked to update a sponsor en masse, populate only the form fields that need updates for the Affiliate.

Questions about the Affiliate process? Contact Human Resources at workforcemgmt@jmu.edu or 540-568-6165.