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General Associate and Associate - Limited Access Relationships

Submitted by cschasny on Mon, 04/13/2015 - 11:19am

Submitted by cschasny on Mon, 04/13/2015 - 2:15pm

The University of Calgary community is made up of many different types of relationships. While these consist primarily of staff and students, there are many other people with a variety of relationships that support the university in achieving its Eyes High strategic goals. To allow these people access to university systems and facilities, either a General Associate or an Associate - Limited Access relationship is required.

This page is designed to help you understand which relationship type you need and how to manage that relationship.

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General Associate Relationship

Poppy Research

A General Associate is someone who is not a staff member but engages in activities that enable teaching and research at the university. A General Associate will be given basic access to university systems, similar to that of a staff member and they or their assigned manager can request other system accesses via the university's security provisioning tool.

Examples of this relationship include: Visiting Scholars, Guest Postdoc, and Contractors/Consultants.

Setting up a General Associate

Starting Jan 20, 2017, Date of Birth is required when creating a General Associate relationship in the system. Such information is collected for identification purposes only to prevent issuing multiple UCIDs to the same person.

There are five (5) types of General Associate relationships. Each type has a corresponding Business Owner who will validate requests for that General Associate type. The following collapsing fields provide an overview of the definition and how to apply.

Printable overview of General Associate relationship types

Guest Postdoc

Definition: Postdoc scholar getting research training at the university but who is compensated through an external fellowship/stipend and not through the university.
Business Owner: Postdoc Office
How to Apply: 1. Contact the Postdoc Office for eligibility and Appointment process.
2. Postdoc Office will also assistance with the invitation letter to meet*immigration requirements.
3. HR Services will facilitate the creation of this General Associate relationship upon the arrival of the Guest Postdoc.

*General Associates coming from outside of Canada may have additional rules and requirements. Please visit the Immigration Services website for more information.

Visiting Scholar

Definition:

This relationship applies to the following international visitor categories outlined in the International Visitor Matrix:

  • Visiting Professor/Researcher
  • Guest Lecturer
  • Self-funded Researcher
  • Research Award Recipient
  • Business Visitors

A Visiting Scholar can also be a Canadian citizen or a Permanent Resident, in which case the categories above do not apply.

Business Owner: HR Services
How to Apply:

Contact HR Services for assistance with the invitation letter and *immigration requirements.

HR Services will facilitate the creation of this General Associate relationship.

*General Associates coming from outside of Canada may have additional rules and requirements. Please visit the Immigration Services website for more information.

Consultant / Contractor

Definition: An individual contracted to perform work at the university but is either a sole proprietorship or employed by a contract company or vendor of the university. This includes professional consultants/technicians, contractor in Labour Services, temporary agency personnel, etc.
Business Owner: Supply Chain Management
How to Apply:

1. Contact Supply Chain Management or HR Services to help determine whether a Service Provider should be hired and paid as an employee or as an Independent Contractor.

The following links contain information to help you set up a vendor relationship.

2. Once a contractor/consultant relationship has been established, a university manager (or delegate) who will manage this relationship will need to initiate a Template Based Hire to create this General Associate relationship. A valid PO number is required for validation purposes while submitting the TBH request.

Reference Materials:

AHS Research / Clinical Administrator

Definition: Research administrators who complete administrative functions (e.g. Submitting expense claims, updating Academic Performance Reports) on behalf of a university staff member. This type of relationship includes Research/Clinical Administrators from Alberta Health Services (AHS) and other affiliated groups.
Business Owner: HR Services – Faculty of Medicine
How to Apply:
The university manager (or delegate) who will manage this relationship initiates the Template Based Hire to create this General Associate relationship.

Reference Materials:

Extending and Maintaining a General Associate Relationship

When requesting a General Associate relationship, an end date up to a maximum of two (2) years must be provided. An automatic inactivation process terminates the relationship upon that end date. If the relationship needs to continue beyond the end date, the university manager (or delegate) who will manage this relationship can initiate an extension of the relationship through an online Job Change Request form via the university Portal.

Reference Materials:

Ending a General Associate Relationship

A General Associate relationship is assigned an end date upon set-up and will automatically terminate on that end-date. However if a General Associate relationship should end prior to the established end date, the university manager (or delegate) who will manage this relationship must submit a Job Termination Request form via the university portal.

Reference Materials:

Associate - Limited Access Relationships

Mac Hall Food courtAn Associate - Limited Access is someone who is not a student or a staff member but requires an association with the university. Unlike the General Associate, this relationship provides only limited access to university systems.

Examples of this relationship include: Associate alumni and volunteers.

The creation, extension and ending processes for Associate - Limited Access start with obtaining the UCID Request Form from the Integrated Service Centre. All requests require the completion of this form which must be signed by the Department Budget Owner prior to submitting to the Integrated Service Centre.

Similar to General Associate, Associate - Limited Access is assigned with an end date up to a maximum of two (2) years and unless extended will automatically end on that end date.

Please refer to the Risk Management and Insurance website for risk considerations related to the Associate – Limited Access relationship type.

Questions?

FAQs about the General Associate or Associate - Limited Access relationships.