Departments can elect one or several Department Directory Editors (DDE) for their department by sending a request to the help desk. Their duties include updating account profiles for people, with pertinent information like email address. They can create affiliates for their department as well. Based on department code, a DDE can also manage people from multiple departments.
List of Department Directory Editors
A list of current DDE's is available in the Identity Help Desk. This help desk is only available to select users and members of the help desk team.
UCSB IT Help Desk
If you need to add or delete a DDE, please submit a help request at the UCSB help desk. Select Information Technology Services > End User Services > Access and Accounts > Manage Department Directory Editors.
Affiliates
The affiliate function of campus identity falls outside the scope of the Registrar and payroll and enables departments to create accounts manually. A DDE can create an affiliate using the Identity Manager under Admin Tools in the Manage Affiliate section. A search function is part of the process to pull in existing account data to ensure the affiliation is added properly if the person has a UCSBnetID. For new accounts similar to students and employees, an identification number is generated called the Annex Locator. This is given to them to activate their UCSBnetID using the Identity Manager.
The affiliate function also enables departments to reactivate accounts or extend accounts. For example, if a faculty member is returning for the new quarter but the UCPath payroll record is not ready yet, a DDE can make them an academic affiliate and reactivate their UCSBnetID. Remember to use the search function to find them and reactivate them without creating a new account. To extend an account, for example, if a faculty member is dropping out of payroll and would like to use campus services for another month, simply make them an academic affiliate to cover the period of time needed. This also applies to students who may have graduated but are still doing research or working with faculty on a project and need to use campus services.
Contractors can also be added as affiliates. However, they share the same access as an academic affiliate and are merely available to help you manage and sort different types of affiliate accounts.
The Identity Manager is the place to go to create affiliates, but also to manage them. All affiliations have an end date. You can view and sort all the affiliates for your department and determine which accounts are about to expire. If an account is no longer needed, simply let it expire. If an account is still needed, DDE's can add a new affiliation with a new end date in the future.
Account Profiles
With each account comes a profile that displays information about the person. Some of the data is pre-populated when adding a new affiliation. When accounts are older and have been through many different iterations, the profile may become incomplete. It is important to understand that campus identity is the source for UCSB personal data that is shared with other services. The person and the department share the responsibility in keeping their profiles up to date so that data is accurate. Moreover, a department may have certain policies to keep employee information consistent. For these reasons, DDE’s can edit the account profiles of people in the departments they have been given access to.
Click the Step-By-Step link below for detailed instructions.
In the Manage Affiliate section:
1) Search for an existing Identity directory account in the FIND EXISTING USER section. Many, if not most, affiliates will have an existing account. If there is an existing directory account and it is not selected, and a new affiliate account is created, this will result in a duplicate directory account being created which will then need to be merged. In contrast, adding a new affiliation to an existing account will renew the affiliate and retain their existing UCSBnetID.
Note: if an Identity directory account does not exist, skip to step #5.
2) If an existing Identity account does exist, select it in the search bar and it will load the existing form.
3) The one caveat to DDEs being able to add a new affiliation to an existing account is the Sponsor Department. If the current Sponsor Department is not a department you are a DDE for, or there is no Sponsor Department on the Identity account, then the DDE will not be able to add a new affiliation. If this is the case, after accessing the existing account, the data will load but it will be greyed-out with the message as seen below "Due to this person's existing affiliations, their personal data cannot be edited". In these circumstances, ETS needs to change/add the Sponsor Department so the DDE will have access to the existing account.
4) If the existing account is editable, add a new affiliation to renew the affiliate by entering the following requirements: a) Sponsor department b) Affiliation c) End date d) click Submit
Note: the E-MAIL ADDRESS field is required. Add one if it's blank.
4)
5a) If an existing account does not exist, then create the affiliate by entering the required data and this will create their Identity directory record. Four zeroes should be used in the SSN LAST 4 DIGITS field for those without a Social Security Number. The annex locators are listed on their directory record in the 'Annex/Ext ID' field in the Find People section.
5b) For new affiliates to activate their UCSBnetID, go to the University Affiliate section and enter the Annex Locator and Date of Birth here: Manage Identity