Affiliates
Affiliate Processing
- Affiliate requests are processed via an electronic form (behind Single Sign-on) with workflow to facilitate tracking and processing.
- Most Affiliate classifications have been defined with corresponding titles to facilitate completion of the form.
- Requests will automatically route to the appropriate Dean, Vice Chancellor for Research or HR Office for review/approval.
- System generated email notifications will go to the affiliate once the 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.
- KU affiliates types (Adjuncts, Courtesy and KUMC employees) may serve a maximum of three years without renewal. (This timeframe is currently under review.)
- Every spring semester, units will receive a report of all affiliates in active status to confirm, renew, or terminate based upon unit needs.
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.
Affiliate Categories
Employee Class L and Temporary Status
Faculty 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,
- Renewal: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Research 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.
KUMC Employees Definition: KU Medical Center who perform additional administrative, research, or instructional duties to KU Lawrence which require services for up to three years.
Available Services:
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
Renewals: Submit updated request and documents to the Office of Research,
Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Temporary | HR/Pay Code: L
Available Services:
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.
- Renewals and Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Temporary | HR/Pay Code: L
Available Services:
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; KU Hospital Authority; and Reserve Officers Training Corps (ROTC).
- Terminations: Submit Affiliate Form upon termination. If retiring from the Affiliate Corporation please process the affilate form for Affiliate Corporation Retiree (see below).
Regular | HR/Pay Code: Z
Available Services:
- Online Services
- E-mail Accounts
- KU ID Card
- Robinson Center & Ambler SRFC
- Parking Permits
- Library Services
- Watkins Health Services
- Employee Recognition Awards (unless affiliated corporation has chosen not to participate)
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
Renewals and Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Regular| HR/Pay Code: J
Available Services are based on their appointment (employee) status.
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
Renewals: Submit updated request and documents to the Office of Research,
Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Regular \ HR/Pay Code: J
Available Services:
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.
Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Regular | HR/Pay Code: M
Available Services:
Definition: Visiting scholars to the University...... for up to three years,
Titles: Visiting Scholar, International Visiting Scholar AFL, International Visiting Scholar-IP AFL (requested by International Programs)
Renewals and Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Temporary | HR/Pay Code: K
Available Services:
Definition: Persons representing a denomination or religious body for the advisement of campus religious organizations or individuals employed by recognized Panhellenic organizations as house directors for up to three years. Approved by Student Affairs.
Titles: Religious Advisor, House Director
Renewals and Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Temporary | HR/Pay Code: Q
Available Services:
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
Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Temporary | HR/Pay Code: Y
Available Services:
Definition: Retired faculty or staff who have not been designated as "emeritus." They retain the title and appointment department of their former employment.
Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
Regular \ HR/Pay Code X
Available Services:
Definition: Contact HR before using Specialized Support. Appointment is up to three years.
Renewals and Terminations: Submit Affiliate Form, Terminations may also be handled by the annual validation process.
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 HR by email at employ@ku.edu or by phone at 785-864-4946.