Primary Affiliation and Directory Affiliations
Last Updated: 07/06/2007
Affiliations are a key concept in the UF Directory. Affiliation types make it possible to document people's simultaneous relationships with the University in a single software product. Availability of date limitations and active/inactive flags will support many different uses for this data. There are two types of affiliations: Primary Affiliation and Directory Affiliations.
Observations:
- People and units are assigned a UFID before or in conjunction with, their entry being added to the UF Directory
- Each member of the UF Directory is associated with at least one Affiliation Type.
- UF Directory members may hold many simultaneous Affiliation Types and Personal Relations Types.
- Each member's highest Affiliation Type ranking is automatically designated to be their Primary Affiliation.
Primary Affliation
An individual's Primary Affiliation describes their relationship to the institution using one of the broad, predefined categories described below. The highest ranked affiliation held by an individual is by default, considered their de facto Primary Affiliation. The only mutually exclusive relationships involve Pre–Applicant when the Registrar's Office changes this categorization to Affiliate (i.e., Student Applicant) or Student.
Valid PRIMARY AFFILIATION codes (used in BAUDD050, BAUDD051, BAUDD060 and
BAUDD070) are limited to (in prioritized order):
F=Faculty,
T=Staff,
S=Student,
E=Employee,
M=Member,
A=Alumni,
L=Affiliate, and
P=Pre–Applicant.
Directory Affiliations
Specific units within the University will be authorized to associate an individual with a particular Affiliation Type. By this means, the UF Directory can be expected to contain authoritative data in those fields where an individual's classification can make a material difference in services, entitlements or responsibilities. The following is presented in hope of fostering communication to guide decisions which will ultimately be reflected in business logic associated with the Directory. Comments about these suggestions may be sent to the myUFL Suggestion Box, located in the portal by clicking on the “Suggestions” link in the top right-hand corner.
The following Affiliation Types are presented in the prioritized Category order reflected in the preceding table (i.e., Faculty through Pre–Applicant). Strength may be characterized as W (weak) implying limited access to identifying information (i.e., name and only one or two other data items) or S (strong) for situations where an individual can be uniquely identified due to the availability of exclusive or enough distinct data items required to make a fully qualified association (e.g., Fully qualified name, Social Security number, date of birth, phone number, address, etc.).
Faculty (F):
Includes: Faculty (192),
Consultant Faculty (221).
Type 192: Faculty [S]
Human Resource Services - Members of UF Faculty Member pay plan.
Type 221: Consultant-Faculty [S]
Any authorized UF unit may assign individuals to this affiliation for a
Consultant who needs services similar to a Faculty Member of UF.
Staff (T):
Includes: USPS Staff (193),
TEAMS Employee (195),
Consultant Staff (220).
Type 193: USPS Staff [S]
Human Resource Services - Member of UF University Support Personnel System
(USPS) pay plan. Name and either SSN or Birth Date are required to declare
a USPS affiliation.
Type 195 TEAMS Employee [S]
Human Resource Services - Members of UF Technical, Executive, Administrative
& Managerial Support (TEAMS) pay plan. Name and either SSN or Birth
Date are required to declare a TEAMS affiliation.
Type 220: Consultant–Staff [S]
Any authorized UF unit may assign individuals to this affiliation for a
Consultant who needs services similar to a Staff Member of UF. Name and
either SSN or Birth Date are required to declare a Consultant–Staff
affiliation.
Student (S):
Includes: Student (191),
DCE Student (214),
Not Registered Student (216), and
Newly Admitted Student (224).
Type 191: Student [S]
University Registrar - Registered for any UF college credit course regardless
of the number of hours. Name and either SSN or Birth Date are required to
declare a Student affiliation.
Type 214: DCE Student [W]
University Registrar / Distance, Continuing & Executive Education (DCE)
- A student, credit or not credit, taking courses through DCE. Name is required;
additional identification may be provided.
Type 216: Not Registered Student [S]
University Registrar - Not registered, degree–seeking. Name and either
SSN or Birth Date are required.
Type 224: Newly Admitted Student [S]
University Registrar - A recently admitted degree seeking student who has
yet to attend or register for courses at UF. Name and either SSN or Birth
Date are required.
Employee (E):
Includes: OPS Employee (194),
Direct Support Organization Employee (213),
Athletic Assoc. Employee (217),
Foundation Employee (218),
Clinical Faculty (219),
Recent Employee (236).
Type 194: OPS Employee [S]
Other Personnel Services (OPS) - Temporary UF employees (Clinical Post Doc.
Assoc/Intern, Fellowships, Federal Work Study Program, Graduate Assistant,
House staff, OPS Faculty, OPS Regular, Student Assistant, Student Government
& Housing) managed in the Human Resources Management System (HRMS) by
Human Resource Services / Student Financial Affairs.
Type 213: Direct Support Organization Employee [S]
Employee from the following Direct Support Organizations (DSO's): in UF
Research Foundation, Florida 4H Club Foundation, Citrus Research & Education
Foundation, Gator Boosters, and others.
Type 217: Athletic Assoc. Employee [S]
UF Athletic Association Employee
Type 218: Foundation Employee [S]
UF Foundation Employee
Type 219: Clinical Faculty [S]
(formerly AEF Base Employee) Faculty who are appointed to a clinical practice
plan at the Health Science Center (HSC). Practice plans exist for Medicine,
Dentistry, and Health Related Professions.
Type 236: Recent Employee [S]
An individual who has formally separated from UF within the last 30 days.
HRMS job actions will designate the separation.
Member (M):
Includes: Courtesy Faculty (197),
Vendor (198),
Emeritus (200),
Departmental Associate (203),
Board of Trustee (204),
UF Executive (205),
Shands Employee (209),
Continuing Education Student (237).
Type 197: Courtesy Faculty [S]
Courtesy Faculty appointments as defined and loaded from the Human Resources
Management System (HRMS).
Type 198: Vendor [W]
Vendor representatives who require UF services such as Gatorlink, parking,
etc.
Type 200: Emeritus [S]
Faculty and other staff members who are current or retired with an Emeritus
status.
Type 203: Departmental Associate [W]
Any authorized UF unit may assign individuals to this affiliation to include
former employees, friends of the department, and others that they routinely
collaborate with and need UF services.
Type 204: Board of Trustee [S]
Board of Trustee Member.
Type 205: UF Executive [S]
Human Resource Services - Executive Management Employee.
Type 209: Shands Employee [S]
Shands Hospital Employee
Type 237: Continuing Education Student [S]
An individual who is taking a course with DCE, IFAS extension, or
Academic Technology or any non-credit course, regardless of delivery
method or technology or sponsoring area of UF. The activity may or
may not offer CEU credits. No UF credit received for the student.
Alumni (A):
Includes: Alumni (208).
Type 208: Alumni [S]
University Registrar - A UF earned degree recipient. Name and either SSN
or Birth Date are required.
Affiliate (L):
Includes: Former Student (215),
Student Applicant (190),
Volunteer (202),
Library Patron (207),
Retiree (199),
Campus Resident (210),
Recent Attendee (222),
Former Continuing Education Student (238).
Type 215: Former Student [S]
University Registrar - Not registered degree seeking student who has not
been enrolled for 5 terms. Specific action must be taken prior to re–admission.
Name and either SSN or Birth Date are required.
Type 190: Student Applicant [S]
University Registrar - A person who has submitted an admission application
to a UF degree seeking program.
Type 202: Volunteer [S[
Any authorized UF unit may define an individual as a volunteer.
Type 207: Library Patron [S]
Any adult who does not otherwise have a university affiliation, which is
eligible for using the Libraries; who properly fills out an application
for access; who pays a fee; and who abides by Library rules.
Type 199: Retiree [S]
Human Resource Services - Retired UF employee defined in the Human Resources
Management System (HRMS).
Type 210: Campus Resident [S]
Department of Housing and Residence Education Residents.
Type 222: Recent Attendee [S]
A student not currently enrolled, but was enrolled within the last 2 –
5 terms.
Type 238: Former Continuing Education Student [S]
A student, credit or not credit, no longer taking continuing education
courses at UF.
Pre–Applicant/Contact (P):
Someone who has begun the admission application process to a UF degree seeking program but has not submitted an application and application fee. There is no LDAP reference for a Pre–Applicant; this will not be an eduPerson Object. Contact – an individual who is assigned a UFID, but has a weak connection (LOA1) to UF (e.g. Unaffiliated UF Payee).
Although there are likely to be a multitude of Affiliation Codes devised to describe relationships between and among people and organizations at the University of Florida, only those cited above are used to determine an individual's PRIMARY AFFILIATION.
Includes: Pre–Applicant (211),
Unaffiliated UF Payee (239) Self-Service User (244).
Type 211: Pre–Applicant [W]
University Registrar / Professional Colleges -A person who has begun the
admission application process to a UF degree seeking program, but has not
submitted an application. Examples of documents that may be used to begin
the application process follow: application, transcript, letter of recommendation,
financial aid application. Name is required; additional identification may
be provided.
Type 239: Unaffiliated UF Payee [W]
An individual, whose sole purpose is to receive reimbursement by UF as a
guest speaker, job applicant, etc. No UF services will be provided.
Type 244: Self Service User [W]
An individual who needs access for any type of self-service offering
of UF systems. Examples include: the Office of the Registrar wants to process
transcript requests; former students needing information about student loans
and payments; IFAS and the Office of Academic Technology offering
extension programming via E-Learning; and the Library allowing
individuals access to its workstations. These individuals are LOA1 users and
identity is often self-serviced. A service provider may count
on the holder of this affiliation having a one-year renewable GatorLink
account subscription.
