IDM Affiliate ID/Access Request Process

This documentation explains the process of the online-Affiliate Banner ID/Access Request Form.  It includes input from 3 separate entities:

  1. Submitter – Any person with an AU login privilege who is completing the online, Affiliate Banner ID/Access form.
  2. Approver – A Department Head or above, designated by the Submitter and verified by IDM, who will be approving or rejecting the Banner ID/Access request for the Affiliate. 
  3. IDM – The Office of Identity Management who will be ensuring the Approver is in fact a Department Head or above and completing the Banner ID/Access request.

NOTE:  For short term access (a period not to exceed 30 days), to Auburn's wireless network and OIT computing labs only, for vendors and other persons having official business at Auburn University, please use the non-renewable OIT Temporary Account Request Form.

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  1. An individual (Submitter) with AU access clicks on the Affiliate Banner ID/Access Request link located in various locations on the IDM website.
  2. The Submitter completes the online form
  3. An email is sent to IDM to verify the Approver is a Department Head or above.
  4. IDM either APPROVEs or REQUEST CHANGE using the link in the email.
    1. APPROVE – Go to step 5
    2. REQUEST CHANGE
      1. An email is sent back to the Submitter explaining the Approver must be a Department Head or above.
      2. The Submitter makes the necessary changes and resubmits the form using the link in the email.
      3. If the Submitter does not respond in 2 days, a reminder email is sent.
      4. If the Submitter does not respond in5 days, the task is marked expired and re-submission is required.  An email will notify the Submitter and IDM that this task has expired and THE PROCESS ENDS.
    3. If IDM does not respond in 3 days, an OVERDUE NOTIFICATION email reminder is sent to IDM.
    4. If IDM does not respond in 5 days, an email reminder is sent to Naomi, Janine and the Submitter notifying them IDM has not responded.  The request will remain active.
  5. An email will be sent to the Approver notifying him/her of the request.
  6. The Approver can either APPROVE or REJECT the request using the link in the email.
    1. APPROVE – Go to step 7.
    2. REJECT
      1. An email will be sent to IDM and the Submitter notifying each of the rejected request and THE PROCESS ENDS.
    3. If the Approver does not respond in 3 days (11 days left to complete the request) a reminder email will be sent to the Approver. Creature
    4. If the Approver does not respond in 11 days (3 days left to complete the task) a reminder email will be sent to the Approver and the Submitter.
    5. If the Approver does not respond in 14 days an email will be sent to the Approver and the Submitter notifying each that this task has expired and THE PROCESS ENDS.
  7. An email is sent to IDM and the Submitter notifying them the request has been approved.  The Submitter is instructed in the email to have the affiliate go to the IDM office with a valid, government-issued, photo id to get his/her ID and access.
  8. IDM will either APPROVE or REJECT the request.
    1. APPROVE – see step 9.
    2. REJECT
      1. An email will be sent to IDM and the Submitter notifying each of the rejected request and THE PROCESS ENDS.
    3. If the affiliate does not come into the IDM office in 60 days of receiving the approval, a reminder email will be sent to the Submitter indicating the request will only be active for 30 additional days.
    4. If the affiliate does not come into the IDM office in 85 days of receiving the approval, an email will be sent to IDM to check and make sure the affiliate has not already been processed.
    5. If the affiliate does not come into the IDM office in 90 days of receiving the approval, and email will be sent to the Submitter, the Approver and IDM saying the request has expired and THE PROCESS ENDS.
  9.  IDM enters the BANNER ID and GID, along with any additional comments to the prepopulated comment field and APPROVES.
  10. An email is sent to the Submitter notifying him/her of the BANNER ID, GID and additional instructions entered in the ‘Comment’ field.
  11. PROCESS ENDS.

Last Updated: Jan. 12, 2011