University Systems help centre
Affiliate identity overview
UVic currently allows persons from outside the university community to access UVic electronic resources. These affiliates work with UVic staff and faculty and perform duties that require them to access the same systems as other members of the community.
Examples of affiliates include:
- Guest researchers
- Visiting
lecturers - Staff paid on
contract basis. This processis not to be used to sponsor a future Faculty/Staff member, appointments are processed directly through Payroll.
*Sponsoring a group? See below for more information.
These affiliates work with UVic staff and faculty and perform duties that require them to access the same resources as other members of the community.
- Affiliate sponsorship process
- NetLink ID eligibility
- Access to resources
- Supplementary roles
- Access removal
- Sponsor responsibilities
- Affiliate
responsibilities - Renewing an affiliate's term
- UVic ONECard and Library privileges
- Privacy statement
- Sponsoring a Group?
Affiliate sponsorship process
UVic has developed a sponsorship process to provide access to UVic resources for UVic affiliates, that:
- Standardizes the way affiliates are identified within UVic system
- Creates a common avenue for processing affiliates, given the variety of reasons affiliates have relationships with UVic
- Reduces service-delivery turn-around time for affiliates and their sponsors
- Observes the privacy needs of affiliates
The affiliate sponsorship process, managed by the Computer Help Desk, involves these steps:
- The affiliate submits a request through the Affiliate Identity Management Systems (AIMS), identifying their UVic faculty/staff sponsor
- AIMS invites the UVic Faculty/Staff sponsor to approve (or deny) the request
- In Banner, a record is created for the affiliate
- Once this is completed the UVic sponsor will be notified. *Please note the process may take up to four business days to grant affiliate status
After the AIMS request is completed, the sponsor should notify the affiliate of their V-number, they may now:
- Obtain an "affiliate" UVic ONECard
- Borrow resources from the UVic libraries
- Apply for a primary NetLink ID (and use a standard set of UVic electronic resources)
NetLink ID eligibility
Once the AIMS request has been completed, the affiliate will be able to sign up for a primary NetLink ID of their choosing. This NetLink ID will belong to the affiliate for life. Learn more about NetLink IDs.
Access to resources
The affiliate will automatically have access to these resources:
- UVic’s wireless network
- a UVic ONECard, which will have access to use the UVic library database
- UVic’s Student Computing Facilities
- Access to the UVic VPN service
- Access to online teaching and learning platforms including Brightspace, Zoom, Crowdmark, and Echo360
- Limited access to Microsoft 365 including Teams, OneDrive, and the online versions of the Office applications (A1 license)
Accounts on other systems such
Supplementary roles
When approving a request, sponsors are encouraged to indicate if their affiliates are:
- Paid on a contract-basis from UVic Accounts Payable, by selecting the ‘contractor’ role in AIMS
- Performing any online research, by selecting the ‘researcher’ role in AIMS. This will allow access to licensed library resources online
To avoid duplicate records, please do not sponsor a new paid Faculty/Staff.
Access removal
When the affiliate's term expires without renewal (see below), they will lose their "affiliate" role. If no other role is in place on their identity profile (i.e. student, employee), then access from systems will be removed automatically.
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
- renewing their affiliate's sponsorship at the end of the sponsorship term if necessary
Affiliate responsibilities
The affiliate is responsible for:
- submitting the request into AIMS
- setting up a primary NetLink ID and password. This requires acceptance of Policy IM7200-6030 (Responsible Use of Information Technology Services)
To preserve privacy & to ensure accurate data, the affiliate should submit their own personal details into AIMS, where the data will be securely transmitted with the request
Renewing an affiliate's term
To support UVic's audit-compliance objectives concerning systems access management, sponsorships of unlimited length are currently not supported. The maximum length of a sponsorship term is one year. In advance of the end of the
If the sponsor should happen to leave UVic, then affiliates will be matched with a new sponsor or expired at the end of their term.
UVic ONECard and Library privileges
Affiliates are eligible to obtain a UVic ONECard from the
By presenting an "affiliate"
- borrowing privileges
- access to InterLibrary Loan
Privacy statement
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 he/she applies for a personal NetLink ID and password
The information submitted is managed according to the British Columbia Freedom of Information and Protection of Privacy Act (FOIPPA). Read more about UVic's privacy policy.
Sponsoring a Group?
Please contact the UVic Computer Help Desk to see if AIMS is the right solution for your group.
Some group use-cases we frequently see that do not require AIMS, with links to their respective points of contact, can be found below:
- For general use guest wifi, see our Guest Wifi Network connection instructions: https://www.uvic.ca/systems/support/internettelephone/wireless/connect-guestwireless.php
- For event or conference wifi access, see our Conference Wifi request form: https://www.uvic.ca/systems/support/internettelephone/wireless/request-conferencewireless.php
- For computer login credentials for an event in our Student Computing Facilities, see our Student Computing Facilities booking form: https://www.uvic.ca/systems/facilities/scfbookings/eventbookings/