The Affiliates Procedure is designed to give the appropriate privileges to those who do not have a student or employment contact with the University but who have a relationship with it and need access to systems and services for that purpose.
The procedure also ensures that access to IT systems are controlled in a manner compliant with the University’s licence agreements and data is handled in accordance with UK General Data Protection Regulations.
Affiliate status allows for individuals associated with the University to access Brookes systems, library and a Brookes email account. At Brookes, there are currently two types of affiliate:
Affiliate Non Paid Staff including:
- Traditional honorary visiting status, eg Visiting Professor, visiting Research Fellow,
- Associated partnership college staff, and
- Agency workers (temp staff) who are paid through their agency.
Affiliate Paid Staff including:
- Some categories of self-employed workers,
- Swim school instructors, and
- Consultants
Please note that any individual granted Affiliate status must agree to abide by the University’s Terms and Conditions, which include the Computing Regulations, the Information Security Policy, the Data Protection Policy and the Freedom of Speech and External Speakers Policy.
Procedure for Affiliate Paid Staff
- The Faculty/Directorate must raise a staff request for the paid affiliate.
- The affiliate should complete an affiliate form which should be attached to the staff request
Note: Please note Affiliate forms must not be used for Associate Lecturers - see information on employing Associate Lecturers.
Length of Access
It is important that access for Affiliate staff both paid and non paid, is granted only for a genuine purpose/reason and for a limited time period relevant to that purpose/reason. Access is not automatically renewed at the end of the access period. The line manager will receive an automatic email from HR approximately 8 weeks prior to the Affiliates planned end date and the line manager will need to request an extension if appropriate/required. The affiliate status will cease automatically on the planned end date, if no extension request is received.
Affiliate Access for Staff Leaving/Retiring
Affiliate Access for regular staff who are leaving/retiring is not routinely granted, unless there is a good reason. Staff who are leaving/retiring should make arrangements for their email correspondence to be forwarded to other staff as appropriate before they leave.
How to log on to Brookes systems
To log onto the Brookes network, Affiliates will need a password, which can be changed once they have logged on, via the Personal Information Page (PIP). The password is for both logging onto a Brookes computer and a Brookes email account.
To collect their password, Affiliates should take a form of photographic identification (e.g. driving license or passport) and their ‘P’ number (P00xxxxx) to their nearest IT Service Desk Point. If based at the Bath site, the IT support team will assist.
Procedure for Affiliate Non Paid Staff
- The Faculty/Directorate must raise a staff request for the unpaid affiliate.
- The Faculty/Directorate must give the staff request number to the unpaid affiliate.
- The affiliate completes the on-line ‘Only for those invited - unpaid affiliate’ form found on our job vacancies pages.
- As this is not an employment relationship, no eligibility to work documents are required.
Note: See further guidance on engaging self-employed workers and consultants including employment status.
Length of Access
It is important that access for Affiliate staff both paid and non paid, is granted only for a genuine purpose/reason and for a limited time period relevant to that purpose/reason. Access is not automatically renewed at the end of the access period. The line manager will receive an automatic email from HR approximately 8 weeks prior to the Affiliates planned end date and the line manager will need to request an extension if appropriate/required. The affiliate status will cease automatically on the planned end date, if no extension request is received.
Affiliate Access for Staff Leaving/Retiring
Affiliate Access for regular staff who are leaving/retiring is not routinely granted, unless there is a good reason. Staff who are leaving/retiring should make arrangements for their email correspondence to be forwarded to other staff as appropriate before they leave.
How to log on to Brookes systems
To log onto the Brookes network Affiliates will need a password, which can be changed once they have logged on, via the Personal Information Page (PIP). The password is for both logging onto a Brookes computer and a Brookes email account.
To collect their password, Affiliates should take a form of photographic identification (e.g. driving license or passport) and their ‘P’ number (P00xxxxx) to their nearest IT Service Desk Point. If based at the Bath site, the IT support team will assist.