Banner instructions

Introduction	Affiliates are individuals who are associated with Virginia Commonwealth University (VCU) but who are not paid employees. Proper identification of affiliates and maintenance of their information is necessary to provide a safe and secure campus environment for all employees, students, patients, and visitors, as well as access to certain privileges such as VCUCards and email. A social security number (SSN) is required as an affiliate is granted certain privileges such as access to buildings, information systems, confidential records, library and email. In addition, a social security number also helps to avoid creation of duplicate records of the same affiliate in Banner. For affiliates who do not have a valid social security number, contact HR Security at hrsecurity@vcu.edu for guidance. Affiliate records are stored in VCU's Enterprise Resource Planning system, Banner, where we also store confidential employee records. These records are held to high data security and confidentiality standards. Additional resources on VCU's information security standards can be found online: https://ts.vcu.edu/askit/policies-and-publications/
Responsibility	Data input and maintenance is decentralized to the “owning” department (the department responsible for the individual’s affiliation with VCU). It is the responsibility of a department’s Personnel Administrator (PA) to enter and maintain affiliate information and to terminate affiliations in a timely manner.
Access	Access to enter, renew, and terminate affiliates is limited to those with PA or Affiliate Maintenance access in Banner. See https://insidehr.vcu.edu/hr-information-systems/requesting-access/ for instructions on how to obtain Banner access.
Reports	The report “Affiliates in Banner” is available in the Personnel Administrator folder in the VCU Reporting Center at my.vcu.edu.
For Assistance	Contact HR Security at hrsecurity@vcu.edu.

Banner Affiliate Groups and Associated Privileges

Banner Affiliate Groups	Affiliate Group Definitions	VCUCard Type	Library Privileges	Discounts	Email	Parking
Retiree (RET)	Faculty who have retired from VCU	Retiree	Full*	Access to discounted products and services – both on and off campus – with VCUCard ID	Yes	Retired faculty may obtain a parking permit free of charge
Affiliate (AFPR)	Affiliate with full privileges that do not fit into any of the other categories	Affiliate	Full**	N/A	Yes	N/A
Affiliate – Other (AFOT)	Affiliate whose relationship with VCU supports commercial interests outside of the educational, teaching, clinical care or research purposes of the university	Affiliate	Limited***	N/A	Yes	N/A
Affiliate (PDAF)	Affiliate who is a Post-Doctoral individual who is a non-employee paid through VCU Accounts Payable and receives some employee privileges	Affiliate	Full**	N/A	Yes	N/A
Board of Visitors Member (BOV)	Members of the Board of Visitors (NOTE: This is used ONLY by the Office of the President.)	Affiliate	Full**	N/A	Yes	N/A
Contractors (CONT)	Anyone employed by a vendor providing contractual services to VCU	Contractor	None	N/A	No	No
Emeriti Faculty (EMER)	A title awarded by the President to some retired faculty for distinguished or exceptional service and outstanding dedication to VCU	Retiree	Full**	Access to discounted products and services – both on and off campus – with VCUCard ID	Yes	Retired faculty may obtain a parking permit free of charge
External Affiliate Faculty (EXAF)	Individuals not employed by VCU who contribute to the instruction of students in classroom or experiential settings, or make other significant contributions to the teaching and research missions of the university, its schools and departments	Affiliate	Full**	N/A	Yes	N/A
INOVA Campus (INOV)	Faculty not employed full-time at the university who participate in educational, research and/or clinical programs, and are affiliated with the Inova Health System (INOVA)	Affiliate	Full**	N/A	Yes	N/A
VAMC Faculty (VAMC)	Employees of the Hunter Holmes McGuire Veterans Affairs Medical Center (VAMC) who have been granted a “Full-Time Academic Appointment (VAMC)” with VCU	Affiliate	Full**	N/A	Yes	N/A
VCCS-VCU Admission Program (VCCS)	Individuals currently enrolled at a Virginia Community College System (VCCS) institution and have committed to transferring to VCU at completion of their VCCS program; this affiliation allows them to use the VCU libraries, receive a VCU email account and obtain a VCUCard ID to gain entrance to certain VCU events	Affiliate	Students enrolled in this partnership receive same access to VCU Libraries’ services and collections as undergraduates	N/A	Yes	N/A

*** View the full details about all benefits eligible to retired faculty at http://www.provost.vcu.edu/faculty-affairs/retired-faculty/retired-faculty-council/

***Affiliate Library Privileges (RET, AFPR, EMER, EXAF, INOV, PDAF, VAMC, VCCS, BOV): Affiliate faculty and staff receive full library privileges, including borrowing, and off-campus access to databases and journals for scholarly, teaching, clinical care and research purposes at VCU. Use of remote databases for commercial purposes is prohibited and could result in the loss of database access for the entire university. Borrowing privileges require the patron have a current VCU email address in the Affiliate Database record. Please contact your sponsoring department for a VCU email address if you do not already have one.

*** Limited Library Privileges for Affiliate Other (AFOT): Affiliates in this category do not receive off-campus access to library databases. Their relationship with VCU is such that use of these databases is not for educational, teaching, clinical care or research purposes at the university. Affiliates in this category can receive other library privileges, such as borrowing, if there is an agreement in place with VCU Libraries. Borrowing privileges require the patron have a primary email address on file with VCU Libraries.

Email for affiliates: If an eligible affiliate needs email access, the sponsoring department for the affiliate should email drgee@vcu.edu or submit an IT request https://itsupport.vcu.edu/CherwellPortal) to have email set up.

People Search on VCU Directory

When completing the ePAF for AFNEW, you will have the option to publish your affiliates in VCU’s online directory, People Search. For affiliates you choose to publish in People Search, the only information that will appear is the affiliate’s name, associated department and email address.

Note: Information on all affiliates who were loaded into Banner from MSS was loaded with the default of not publishing their information in People Search. Contractors (affiliates set up with the employee group CONT) appear in the People Search with name and company name.

In the AFNEW ePAFs:

If the “Unlisted Telephone” field is checked “Y” for yes, the affiliate’s information (name and associated department) will NOT be published in the People Search.

If the “Unlisted Telephone” field is checked “N” for no, the affiliate’s information (name and associated department) will be published in the People Search.

Affiliates with Access to Banner or other VCU systems

Any affiliate who will have access to Banner or other VCU systems must sign a Confidentiality Statement. The department granting affiliate access is responsible for collecting and maintaining these forms, which can be printed from the InsideHR web site:
https://insidehr.vcu.edu/forms/

Introduction

Responsibility

Access

Reports

For Assistance

Banner Affiliate Groups and Associated Privileges

People Search on VCU Directory

Affiliates with Access to Banner or other VCU systems

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