Frequently Asked Questions

 I noticed the Social Security number is no longer a filed on any of the new electronic Affiliate forms. What is the new process for identifying our Affiliate?

Social Security Number is no longer a field on any of the forms for Affiliates. Because of this, it is extremely important for initiators to enter the HR PeopleSoft ID and JMU eID for an Affiliate on the form (if the Affiliate is a rehire/PS ID and eID exist) to properly identify the person within the HR system. Failure to provide accurate HR Peoplesoft IDs for Affiliates with existing records can result in duplicate records being created within the system. The cleanup process for removing duplicate records is significant and involves multiple departments including Payroll, IT and Security.

 As an approver of my department’s Affiliate Services Request forms, how many notifications will I receive?

Approvers will only receive one notification email for each form. The notification email will include a link to work the form. After clicking the link, the approver will be prompted to enter their standard JMU username and password to view and work the form. Notification emails should not be forwarded to other JMU employees as the link to view/work the form will only work for the specific email address in which it was sent to. Notification emails will be sent from: “apache@jmu.edu (DoForm Data Collection Script)”.

 Will approvers be able to work the forms from off campus?

Yes! Approvers can work forms both on and off campus. NOTE: The notification email with the unique form link an approver receives to work a form is the only way an approver can access the form. If a notification email to an approver needs to be resent, or if an approver is not available to work a form and the form needs to be administratively approved or denied for the approver, contact workforcemgmt@jmu.edu.

 What if the data entered on the form is not correct?

If data entered on the form is not correct, the form should be denied and the approver should communicate to the form initiator (outside of the system) why the form was denied, and a new form should be submitted with the correct data.

 We noticed that the form asks for a person’s date of birth. Is that necessary? What is it used for?

Payroll needs a date of birth for identification since the Social Security Number is no longer required. They use the birthdate to cross-reference data to avoid duplicates in the system.

 We would like to create a unique approval routing since our AVP already approves a list of affiliates. Can we do that?

Up to four approvals are possible. Approval of the Assistant/Associate Vice President, Dean, or Vice Provost is required. HR, Payroll, and Audit and Management Services will examine the forms and deny those lacking the required Assistant/Associate Vice President, Dean, or Vice Provost approval. (Note: Vive President (VP) approval is not normally necessary, but could be a requirement of the division’s VP.)

 Can someone be an affiliated with multiple groups at the same time?

While an affiliate may provide services to various departments, only one sponsoring department can be keyed into the system.

 Can external users have access to Canvas?

JMU Libraries does not add any external users. They must have a JMU eID.

 Once a form is denied, can the initiator edit the form they submitted or do they need to start over?

A new form would need to be submitted. There is no way to make updates to a form once it has been submitted.

 If I check Library as a service, will my affiliate have access to Canvas?

Checking Library as a service does not automatically get the affiliate access to Canvas. The affiliate would need an eID and the sponsor would work with JMU Libraries to obtain Canvas access and assign a course.

 Are we able to submit Affiliate Renewal forms (via the new online system) for Affiliates BEFORE we receive the email from Payroll advising us that the person’s access is set to expire on a given date?

Yes, you can submit an Affiliate Renewal Form prior to receiving that email. We don’t have any rules regarding how early a Renewal Form can be submitted.

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