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University Systems

AIMS

Affiliate ID Management System (AIMS) is an application that allows UVic employees to sponsor people to get a UVic account. It can be used for external contractors, visiting scholars and guest instructors.

Affiliates can get:

  • a NetLink ID
  • a ONECard
  • access to IT resources (as needed)

Affiliates have access to most of the same IT services as employees, including UVic Wi-Fi, Brightspace and Microsoft 365. However, some services aren't turned on automatically and need to be activated or enabled as needed.

It can take up to 4 business days to process an affiliation request.

Go to AIMS

Details

Type
Web app
For
Employees, excluding emeriti and affiliates, can be sponsors
Cost
Free
Platform
Web

Alternatives

You don't need to use AIMS to allow guests to use some IT services.

  • Guests who only need access to Wi-Fi can use guest Wi-Fi or eduroam.
  • Event organizers can pay a flat fee for entire groups of guests to get access to UVic Wi-Fi.
  • We can create computer lab guest accounts for visitors who only need to use lab computers.
  • You can add guests to Microsoft 365 groups, teams, meetings and chats so long as they have a Microsoft 365 account. A personal account or an account from another organization will work.

If you need to sponsor a large group of guests, contact IT support for other options.

Restrictions & limitations

Affiliation isn't intended as a way to give access to instructors or employees who are waiting to be appointed. If someone is an affiliate and then also appointed to a position, it creates multiple identity records and causes technical problems.

A sponsorship can be set to expire after a year at most. Sponsors can renew sponsorships annually any number of times. Sponsors will receive an email reminder when a sponsorship is set to expire soon.

Business process

The process to create an affiliate account has several steps. Both the sponsor and the affiliate (the person being sponsored) have to complete steps.

The sponsor is the employee who will be responsible for the affiliate. The affiliate is the person being sponsored to get access to UVic resources.

  1. (Optional) The sponsor uses AIMS to send an invitation to the affiliate.
  2. The affiliate goes to AIMS, where they complete and submit a sponsorship request form.
    • They must provide information about themself and contact information for their sponsor (first and last names, UVic email address and department code)
    • The sponsor's contact information must match the information listed in the UVic directory.
    • If the sponsor sent an invitation (step 1), the sponsor's contact information will be filled in automatically.
  3. The request will be sent to the sponsor, who can approve or deny the request.

    • If the sponsor accepts, they can indicate whether the affiliate is a researcher or a contractor. The researcher and contractor roles grant access to some more system.

  4. Admin and IT staff create an account for the affiliate and assign them a V Number and roles.
  5. When the account is ready, the sponsor will receive notice by email. It will contain the affiliate's V Number. The affiliate isn't notified directly.
  6. The sponsor contacts the affiliate to give them their V Number and tell them what their next steps are.
  7. The affiliate uses their V Number to create their NetLink ID. This will give them access to IT services and their UVic profile.
  8. If the affiliate wants to, they can enter a preferred name in their profile and apply for a ONECard.

The affiliate's account will be active until the expiry date listed in AIMS. When it expires, the account will become inactive and the affiliate won't be able to sign in to UVic any more. The account won't be deleted. If they become an affiliate again (or if they become a student or employee), their account will be reactivated.

Resources

The affiliate will automatically have access to:

They won't get a UVic email address automatically, but they can create one using UVic Online Services.

Access to other systems (such as FAST, FAMIS or Banner) and resources (like teams, SharePoint sites and network file shares) will be provided as needed. They'll require appropriate authorization. Sponsors should contact IT support to request access to these systems on behalf of the affiliate.

Sponsor responsibilities

The sponsor is responsible for:

  • vouching for the affiliate's relationship with UVic
  • setting the start and end dates of the affiliate's relationship with UVic
  • requesting and authorizing the affiliate's access to other systems as needed for the affiliate's duties
  • contacting the affiliate to give them their V Number and tell them how they should proceed
  • renewing their affiliate's sponsorship at the end of the sponsorship term if necessary

Affiliate responsibilities

The affiliate is responsible for:

Affiliates are eligible to obtain a UVic ONECard from the ONECard Office in person.

Affiliates can borrow materials from the UVic library with their ONECard, including requesting interlibrary loans.

By default, UVic affiliates aren't eligible for access to the online-licensed resources. To obtain access to these, sponsors are strongly encouraged to apply for the researcher role through AIMS, as noted in step 3 of the sponsorship process.

Personal information is collected on the sponsorship request form in AIMS. The information collected includes the affiliate's name, mailing address, email address and date of birth. This information is required to:

  • create or match an identity record in UVic's central identity database
  • prevent the creation of duplicate identity records
  • authenticate the affiliate when they apply for a personal NetLink ID and passphrase

The information submitted is managed according to the British Columbia Freedom of Information and Protection of Privacy Act (FOIPPA). Learn more about privacy at UVic..

Get help now

 Contact IT support to:

  • get more information about AIMS and the affiliation process
  • get help using the AIMS web app
  • check the status of an affiliation request
  • report an outage or issue
Get help