Empowering a Community of Excellence

Affiliates

What's New in Affiliate Processing?

The Office of the Provost and HRM have been working together to improve efficiencies in the processing of affiliate records.  Based upon comments and user feedback we have designed a model to include the following efficiencies/benefits:

  • Affiliate requests will now be accepted via an electronic form (behind Single Sign-on) with workflow to facilitate tracking and processing.
  • Each Affiliate status has been clearly defined with corresponding titles to facilitate smarter completion of the form.
  • Smarter approval routing has been implemented.  Requests will now route to the appropriate Dean, Vice Chancellor for Research or HRM Office for review/approval based upon logic designed around the form content.
  • Provost Office approval is no longer needed and has been removed from the process.
  • System generated email notifications will go to your new affiliate once the affiliate request has been approved and keyed into HR/Pay.  This will notify the individual of how to access services and the terms of the affiliate status.
  • Departmental contacts will be copied on email notifications to the affiliate for tracking purposes or to provide assistance.
  • KU affiliates types (Adjuncts, Courtesy and KUMC employees) may serve as long as three years, defaulting to an annualized end date of 5/31 for efficiency of renewal and termination.
  • Every spring semester, units will receive a report of all affiliates in active status to confirm, renew, or terminate based upon unit needs.

If your unit utilizes the services of affiliates, training regarding these process improvements and the new online form are available in several sessions.  Please log-in to http://humanresources.ku.edu/learning-management-portal  to select a time that best works for you.

Eligibility, Definitions, and Services

Individuals Who Are Considered Affiliates

Individuals that fall into one of the categories below are considered affiliates of the University of Kansas. Please click on a category for more information, including definitions and services offered.

Adjunct Faculty & Staff 

Definition: Individuals who serve KU as affiliates primarily in instructional capacities without compensation from KU, including ROTC adjunct faculty, for up to three years.

Titles: Adjunct Assistant Professor, Adjunct Associate Professor, Adjunct Clinical Professor, Adjunct, Distinguished Professor, Adjunct Faculty, Adjunct Lecturer, Adjunct Professor of Practice, Adjunct Professor, Associate, Visiting Scholar​

Temporary | HR/Pay Code: L

Available Services:

Adjunct Researchers

Definition: Individuals who serve KU as affiliates in a research, or research support, capacity without compensation from KU. Research must be in collaboration with KU researchers for up to three years. 

Titles: Adjunct Research Support, Adjunct Researcher, Adjunct Industry Research Associate

Temporary | HR/Pay Code: L

Available Services:

Adjunct Employees of the Medical Center Campus

Definition: Employees of KU Medical Center who perform additional administrative, research, or instructional duties to KU Lawrence which require services for up to three years.

Titles: Equivalent title to the KUMC appointment.

Temporary | HR/Pay Code: L

Available Services:

Affiliated Corporation, Employees of

Definition: Regular employees (non-student positions) of affiliated corporations who provide services to KU and who receive some administrative services from KU.

Recognized corporations include the KU Alumni Association;  Kansas Athletics, Inc.; KU Endowment Association;  Kansas Memorial Unions; Hilltop Child Development Center; and Reserve Officers Training Corps (ROTC). 

Regular| HR/Pay Code: Z

Available Services:

Courtesy Faculty & Staff (Employees of the Lawrence Campus)

Definition: Employees of KU Lawrence who perform additional, affiliate services to KU primarily in an instructional capacity without additional compensation for that service for up to three years. 

Titles: Courtesy Assistant Professor, Courtesy Associate Professor, Courtesy Distinguished Professor, Courtesy Instructor, Courtesy Lecturer, Courtesy Professor, Courtesy Staff

Regular| HR/Pay Code: J

Available Services:

Courtesy Researchers (Employees of the Lawrence Campus)

Definition: Employees of KU Lawrence who perform additional, affiliate services to KU primarily in a research capacity without additional compensation for that service. Research must be in collaboration with KU researchers. Appointment may be made for up to three years.

Title: Courtesy Researcher

Regular| HR/Pay Code: J

Available Services:

Emeritus

Definition: Retired unclassified faculty or staff who continue association with KU as affiliates and who have received official designation from the University as Emeritus/Emerita. 

Regular| HR/Pay Code: M

Available Services:

International Visiting Scholars

Definition: Visiting scholars to the University who may, or may not be sponsored by International Programs for up to three years,

Titles: International Visiting Scholar (sponsored), International Visiting Scholar (not sponsored)

Temporary | HR/Pay Code: K

Available Services:

Religious Advisors & House Directors

Definition: Persons employed by a denomination or religious body for the expressed purpose of the advisement of campus religious organizations and individuals employed by recognized Panhellenic organizations as house directors for up to three years.

Titles: Religious Advisor, House Director

Temporary | HR/Pay Code: Q

Available Services:

Retirees of Affiliated Corporations

Definition: Retired faculty or staff of regular employees of affiliated corporations. They retain the title and appointment department of their former employment. 

Title: Retiree of Affiliated Corporation

Temporary | HR/Pay Code: Y

Available Services:

Retirees of the University of Kansas

Definition: Retired faculty or staff who have not been designated as "emeritus."  They retain the title and appointment department of their former employment. 

Regular| HR/Pay Code M

Available Services:

Specialized Support

Definition: Contact HRM before using Specialized Support. Appointment is up to three years. 

Temporary | HR/Pay Code: K

Individuals Who Are Not Considered Affiliates

The following individuals are not considered affiliates of the University of Kansas:

  • Widows and widowers of (1) faculty and staff who died while in service and/or widows and widowers of (2) retired or emeritus faculty and staff do not have affiliate status unless they are themselves University retired or emeritus faculty or staff.  However, they are eligible for basic library privileges and under some circumstances are eligible for a parking permit. Contact the employ@ku.edu for further information.
  • Specialized Professional Services: Individuals who serve KU as affiliates by providing specialized professional services to individual KU Schools or departments without compensation from KU. For example, School of Education Cadres and School of Pharmacy Clinicians. Contact Parking Services regarding parking permits.
  • Vendors, Consultants, Temporary Agency Employees and Participants (Non KU Students/Employees): Contact Information Technology if IT access is needed, and Parking Services if parking permits are needed.
  • Non-Enrolled Students are not eligible for retention of IT services unless sponsored by their academic department. Contact Information Technology for more information.

Required Information

In order to ensure affiliates are appropriately registered, units must complete the online request and route for appropriate approval.  

Additional Information

For more information about affiliates, please refer to the Affiliates and Volunteers Policy or contact HRM by email at employ@ku.edu or by phone at 785-864-4946.


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