Affiliate Account

Types of Affiliate Accounts

There are three types of Affiliate accounts at Tufts:  

1. Electronic Registration or eReg-sourced  

2. HR-sourced (also called Person-of-Interest or POI) 

3. Faculty Information System- or FIS-sourced (also called Contingency-Worker or CWR) 

Regardless of the Affiliate account type, all Affiliates at Tufts are provisioned with a Tufts account consisting, at a minimum, of 

• A Tufts Username –  

  • The Tufts Username (also called a UTLN) is 8 characters maximum and typically consists of 3 to 6 letters (based on the person’s first and last name) followed by 2 digits – e.g., jjumbo01. 

  • A Tufts Username together with their Tufts password are referred to as “Tufts Credentials.” 

• A Tufts email address –  

  • Forwarding one’s Tufts email to a personal or business email address is available and recommended.  This is because all automated Affiliate account status notifications are sent to the individual’s Tufts email address.   

• An Affiliate ID (eReg Affiliates) or an Employee ID (HR and FIS Affiliates). 

The primary difference among the Affiliate types is the way the Affiliate account is created, where the account data is kept, and who manages the account data on an ongoing basis:  

• eReg-sourced Affiliate accounts: The most prevalent type of Affiliate account is the eReg-sourced account.  These accounts are created by TTS and managed by the account sponsor together with TTS.  

  • The maximum term allowed for an eReg-sourced account is one year from the account’s creation date.  An account’s term can be extended/renewed, but each renewal is also subject to the 1-year term limit.    

  • An eReg account’s Sponsor or Department Manager is responsible for managing or requesting account renewals.  Each renewal is also subject to the 1-year term limit.  Account extension requests should be sent to it@tufts.edu.   

  • eReg accounts can be terminated at the request of the account Sponsor or the Sponsor’s Department Manager with the Sponsor copied on the request.  Termination requests should be sent to it@tufts.edu.   

  • 45 days in advance of an account’s expiration date, the account sponsor will begin receiving weekly automated account extension emails.  The email includes a facility to extend or expire the account, but if no action at all is taken, the account will ultimately expire when it reaches its expiration date. 

  • TTS will accept and process bulk or batch eReg account requests.  A batch request is one requesting 5 or more new eReg accounts or updates to 5 or more existing accounts.  Email bulk or batch eReg account requests to it@tufts.edu with the Subject line “Batch eReg Request for ….”   

  • Some limited eReg reporting is available (e.g., “What are my department’s eReg accounts,” or “What eReg accounts do I sponsor?”).  Send reporting inquiries and requests to it@tufts.edu with the Subject line “eReg Account Report Inquiry.”  

  • eReg accounts are not suitable for individuals needing access to: SIS, PeopleSoft HR, PeopleSoft Finance, Marketplace, e-Requisitions, or e-Check Voucher.  These applications require an Employee ID.  

  • eReg accounts are not suitable for individuals paid through Tufts Payroll. 

  • eReg accounts are suitable for individuals needing Canvas access. 

• HR-sourced Affiliate Accounts: HR-sourced accounts (also called “Person of Interest” or “POI” Affiliate accounts) are for Affiliates requiring access to SIS, PeopleSoft HR, PeopleSoft Finance, Marketplace, e-Requisitions, or e-Check Voucher. 

  • An HR-sourced Affiliate account creates an unpaid “POI – Person of Interest” Job record in the HR system.

  • HR-sourced Affiliates are assigned a unique Employee-ID (also called an EMPL-ID). 

  • The maximum term allowed for an HR-sourced account is one year from the account’s creation date.  An account’s term can be extended/renewed, but each renewal is also subject to the 1-year term limit.    

  • Requests to extend an HR-sourced account should be submitted to it@tufts.edu . 

  • HR-sourced Affiliate Account terminations are managed via eServe by department staff members with access to ePAF. (See https://access.tufts.edu/submitting-personnel-actions-new-june-3-2019).  

• FIS-sourced: FIS-sourced Affiliate accounts are for unpaid faculty with an official appointment at one of Tufts’ schools.   

  • Each school’s Office of Faculty Affairs (OFA) manages all aspects of FIS-sourced Affiliate accounts including account applications, terminations, updates and extensions (via a faculty reappointment process). 

Note: Certain instructional faculty, who are not counted as members of the school faculty, are provided with eREG accounts (typically in the Music or Athletics Departments). Consult your school’s OFA representative for more information. 

Requesting an eReg-sources Affiliate Account

When you click the Request Affiliate button on this page and log in using your Tufts Credentials, you’ll be entering information necessary to generate an eReg-sourced Affiliate account request and submit the request via a TechConnect ticket. 

Your account request can accomplish any of the following: 

1. Create an active eReg-sourced Affiliate account for an individual who has not had a prior Tufts Affiliation (e.g., a prior Faculty, Staff, Student or Affiliate). 

2. Create an active eReg-sourced Affiliate account for an individual who had a prior Tufts Affiliation which is now inactive (prior Faculty, Staff, or Student).  If an individual has an inactive eReg Affiliate account, then the account can be reactivated. 

3. Create a prospective or “future” eReg-sourced Affiliate account for someone who will soon (i.e., within 1-2 months) be transitioning from a non-eReg Account (e.g., Faculty, Student, HR-sourced) to an eReg affiliate account.   

Required Data for eReg Affiliate Account Request

To complete the request form and facilitate processing of the account, you’ll need the following information: 

1. The Affiliate’s Role: Student or Employee 

2. The Affiliate’s Group: This is the university division or school that the Affiliate is/will be working with.  Examples might be “Central Operations,” “Provost’s Office,” or “A&S.” 

3. The Affiliate’s Tufts University Sponsor.  The Sponsor must be a full-time Tufts employee.  Provide the Sponsor’s Username (e.g., jjumbo01) or Tufts email address.  

4. Affiliate’s Last Name, First Name, and Middle Name or Initial.  (The middle name or initial is optional but is useful in establishing or verifying identity.) 

5. Affiliate’s Date Birth (MM/DD).  We only need month and day. 

6. Campus –  Campus is an important data point for Public Safety, Public Safety systems used to manage emergencies and Auxiliary Services Systems such as those used for parking, badges/IDs and building access management.  Please include primary campus information whenever possible. 

7. Building (optional)  

8. Department: The name of the department that is sponsoring the Affiliate (e.g., Economics, Public Health and Community Medicine.  Avoid acronyms, if possible). 

9. A working personal email address for the affiliate (e.g., a Gmail, Yahoo or business email address). 

10. An End or Expiration Date for the Affiliate account’s term. The end/expiration date cannot be greater than 1 year from the account creation or application date.  

11. Whether the proposed affiliate has had a prior Tufts affiliation: Yes/No/Unsure 

To begin the account creation process, select the “Request Account" option at the top of this page.   

Allow 3-5 business days for Affiliate account requests to be processed. Please contact the TTS Service Desk at 617-627-3376 or email it@tufts.edu if you have questions about an Affiliate account or account request. 

Account Sponsor/Supervisor Information: eREG Affiliate Extensions, Expirations, Updates and Terminations 

1. Extension Requests and Reminders 
   • 45 days before an eReg Affiliate account is due to expire, the Sponsor/Supervisor will begin to receive weekly automated email reminders to extend the account.  
     • Email reminders are sent to the Sponsor/Supervisor’s Tufts email address.
     • The reminder will include a link for extending or expiring the eReg affiliate account.   
     • The link is ONLY functional for a Sponsor/Supervisor’s affiliate accounts that are within the 45-day expiration warning window. 
   • 30 days before an eReg Affiliate account is due to expire, the Affiliate will begin to receive weekly automated email warnings that the account is approaching expiration.  
     • Email reminders are sent to the Affiliate’s Tufts email address.  The affiliate should contact the account Sponsor/Supervisor first, if there are questions about extending the account. 
   • eReg Affiliate Account extension requests should be sent to it@tufts.edu.
     • Requests should be submitted by or copy the account’s Sponsor/Supervisor or the Department Manager. 
     • Extension requests must include the length of the extension – up to one year.   

2. eREG Affiliate Sponsor Changes 

Affiliate Sponsors/Supervisors who are leaving the university or transitioning to a new role can help ensure their affiliates’ uninterrupted access to resources by submitting a request for sponsor updates.  This can be done by sending a request to it@tufts.edu.  The request should include the following: 

• Affiliate’s information (i.e., Name plus Tufts email or UTLN) 

• Current sponsor information  

• Replacement sponsor information  

The TTS Affiliate Account group can often help with these transitions by providing a departing sponsor with a report of their affiliates. 

3. eREG Affiliate Account Immediate Terminations 

Rather than waiting to reach an Affiliate account expiration date, sponsors can contact the TTS Service Desk at 617-627-3376 or via email at it@tufts.edu to request immediate termination of an eREG Affiliate account. Requests for immediate termination should include the following: 

• Affiliate’s Name, Username or Tufts email address 

• The desired termination date or specify if the termination should be immediate.