General Associate Set-up (non-employees)


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.

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 Postdoctoral Scholars, and Contractors/Consultants.

As of 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.


Setting up a General Associate

There are five types of General Associate relationships. Each type has a corresponding Business Owner who will validate requests for that General Associate type.

Definition: Postdoctoral 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 assist 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. See Hiring Foreign Workers for more information.

 

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. See Hiring Foreign Workers for more information

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 Procurement Handbook contains 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.

Refer to the Creating a General Associate Relationship using TBH Quick Reference Guide.

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.

Refer to the Creating a General Associate Relationship using TBH Quick Reference Guide.