Please select the affiliation that you have questions about:
What are birthright privileges? When and how does the BU Login name get created? The invitation to set up a BU Login is sent immediately upon approval of hire form in SAP through automation from SAP to WebNew. When do the privileges become active? As soon as the New Hire goes through the BU Login account set up process the BU Login/Kerberos, Exchange, Wireless/VPN, Skype and AD settings are immediately activated. Skype is activated by an overnight batch process. Access to SAP ESS and full display in the Online Directory are not set up until the start of employment. What happens when a new employee does not complete their I-9? BU Login will be deactivated if employee does not complete their I-9 Part 2 within 3 days of their employment date. What happens when a new employee completes their I-9 Part 2 after they had been disabled for I-9 non-compliance? BU Login will be automatically reinstated after the I-9 Completion is recorded in SAP. The reinstatement will be processed overnight, so if an earlier reinstatement is needed – HR can forward a re-activation request after I9 requirement is satisfied. The procedure to use is standard krb_enable. When does the BU Login get disabled for terminated/retired employees? Deactivation of BU Login will be effective on termination date unless employee has remaining affiliations with the university (e.g. student, alumni or retiree). In addition, ex-employeees with Research Computing accounts will not be disabled. When does the Exchange email get deactivated? Deactivation of Exchange email will be effective on termination date. Retirees, Students, and Alumni are entitled to Gmail, which will be provisioned at termination, unless email is forwarded to off-campus mailbox. A terminated employee will not have access to their historical work email. This includes employees who terminate and transition to a student affiliation. If you are a retiree prior to September 4th 2020, you will still have access to your O365 mailbox. If I am an Emeritus/Emerita Faculty, do I lose my O365 mailbox? No, emeritus faculty are essentially licensed for BU applications as active faculty. Do terminated employees keep their Wireless/VPN access? Deactivation of wireless/VPN access will be effective on termination date unless their remaining affiliations entitle access (Students). Retirees (as well as Alumni and Unregistered/Withdrawn students) can use guest wireless. VPN will remain available to ex-employees with Research Computing accounts. If a terminated employee needs to continue their affiliation with the University as a guest, what will need to be done to keep their access enabled? The employee should be terminated from their SAP position and moved into a non-compensated position. This will give the terminated employee a guest affiliation and they will be able to retain their birthright privileges without any interruptions in access. A Manager or Payroll Coordinator can perform these actions. Additionally, the ex-employee can be sponsored as a guest by filling out the Guest Account Request form. How should requests to create a BU Login for an employee be handled? If the individual is an employee, they should contact their Manager or Payroll Coordinator to make sure they are hired into the SAP system. Once the employee record is created in SAP, it initiates a pre-approval email invitation for the employee to see up their BU Login and to provision the birthright privileges. Use of useradm should be limited to only guest, departmental and service accounts. Alternatively, with regards to guests, the Guest Account Request form can be used. How should requests to create a BU Login for a guest be handled? The Guest Account Request form should be used for ALL requests for BU Login. Answers to the questions within the form will help error out inappropriate requests and only submit valid guest new and renewal requests to the IS&T Help Center. IS&T Help Center staff should encourage all requestors to fill out this form to avoid any non-compliance to HR policies. Will terminated employees or retirees be displayed in the Online Directory? No, terminated (for any reason – LTD, Layoff, Voluntary or Involuntary termination) and retired employees should not be displayed in the Online Directory. The only exception to this rule is the retired faculty with a title of Emeritus/Emerita which is considered active. Do employees on a Leave of Absence lose their birthright privileges? No, as a matter of policy employees on a Leave of Absence are considered active employees and retain all their employee access. My information does not appear correct in the BU Online or Exchange Directory. What should I do? Depending on the information that needs to be changed, most fields can be updated in either BUworks Central or on the Online Directory itself. You can find more information at https://www.bu.edu/mybuidentity. If the incorrect information is related to position. The employee should contact their Manager or Payroll Coordinator.Faculty And Staff
What is an affiliate? An affiliate is a guest who does not receive compensation from BU; generally vendors, researchers, or others who have a business need for a BU login name and Kerberos password). What information does a sponsor need in order to submit a new affiliate account request? In order to identify a person and prevent duplicate BU identities, we have four points of identity that are required. The four points are: first name, last name, date of birth, and personal email. How long will it take for the new affiliate account to get created? Following completion of the affiliate sponsorship request, please allow up to six hours for your affiliate to receive their email invitation. The email invitation will be sent to the personal email of the affiliate and will provide a link to claim their account and reset the password. Are affiliates entitled to any privileges automatically? Affiliates do not receive any default privileges. All privileges are specifically requested by the sponsor. If I have an affiliate/guest of Boston University who needs access to BU systems, how should I request this access? A guest needs to be sponsored by an active, compensated employee (staff or faculty) of Boston University to become an affiliate. A sponsor can complete an affiliate account request via: https://bu.service-now.com/sp?id=sc_category&sys_id=8a6c9db1db15e3000dd825894b961996 Please note: this form is not intended to provide early access to individuals being hired by BU. Please work with your payroll coordinator or faculty actions manager to process new hires. If you utilize the affiliate form, the employee will encounter multiple systems issues that can take upwards of 2 weeks to resolve. The hire process provides early, seamless access to BU email and a BUID#. Your privileges to utilize this application may be revoked if the application is misused. When can I expect the affiliate I sponsored to get the access I requested? The privileges you have sponsored your affiliate to receive will be provided at various times: When do I lose my privileges? Privileges are valid for the period of time specified in the sponsorship request. Once that period of time has been exhausted, re-sponsorship will be required. Do I get to choose my own login as an affiliate? No, an affiliate login is pre-determined based on the following criteria: If I am a foreign national (neither US Citizen or US permanent resident), how do I get an account for members of my family? Dependents of foreign nationals should contact ISSO directly if a Boston University account is needed. If my access/account is expiring, how do I extend my access? You should contact your sponsor to submit a change/re-new affiliate form to re-sponsor your Boston University account and extend your privileges. I already have a Boston University affiliate account, but I don’t have all the privileges that I need. What should I do? You should contact your sponsor to submit a change/re-new affiliate form to add additional privileges that were not originally requested. My sponsor has made the request to create me a Boston University affiliate account and provide me access, but some of my privileges don’t appear to be working. What should I do? Please contact the IS&T Service Desk at ithelp@bu.edu. A support ticket will be created on your behalf. You should include any error messages you get. Where can I go to create a new affiliate account? The new affiliate form can be found at www.bu.edu/help/tech/accounts/. As the sponsor, how do I check the status of the affiliate request I have submitted? The status of your affiliate request can be found on MyTechWeb How can I change my password? Affiliates are able to change their password using Self Service Password Reset. A security code will be sent to the personal e-mail associated to that account and after it is entered, a new password can be created. How can I receive a terrier card? If your affiliate needs a Terrier Card, and are eligible to receive one, they can visit: Charles River Campus: Medical Campus: For more information please see: https://www.bu.edu/hr/manager-resources/bu-identification-card-terrier-card/terrier-cards-for-affiliated/ How can I change my personal e-mail that receives one time passwords? You can change your personal e-mail using the Update My Personal Information system. If you have issues authenticating with your account to the Update My Personal Information application to change your personal e-mail, please contact the IS&T Service Desk at ithelp@bu.edu. What if I need to set up an account for a Non Compensated Faculty or an Overseas Employee? I do not see this option on the affiliate account request. The department that is hiring you must have a payroll coordinator or manager submit a BUWorks/SAP Hire Form. They will have to be hired into a position that is for a Non Compensated Faculty or an Overseas Staff and Instructors. Once submitted, within 2-6 hours they will be receiving an E-mail to create their account similarly to a compensated staff/faculty. Questions about this process can be directed to the Boston University Human Resources at hr@bu.edu or (617)353-2380. A guide on using this form is provided here.Affiliates
Human Resources – https://maps.bu.edu/?id=647#!m/288256
Hours – Monday through Friday (8:30am-5pm)
BUMC Security ID Office – https://maps.bu.edu/?id=647#!m/291281
Hours – http://www.bumc.bu.edu/publicsafety/services/id/