Definition of Associated Persons
What is an Associated Person?
For many years, the term Special ID was used at Western to refer to an individual who had a recognized and approved affiliation with Western University but who was not an employee of Western. A request for a Special ID resulted in that person being issued a unique identification number that was defined in a different way than other identification numbers issued to students and employees.
Following an extensive review of this practice, the definition, branding and the business processes in support of these relationships were redefined.
First, it was determined that these Special ID people were primarily people who were not employees of Western, but were performing services for Western. For instance, many of these people are visiting scholars, visiting researchers/scientists, volunteers, employees of an Affiliated University College, clinical educators who are supervising, mentoring or assisting students in a hospital setting, etc.
Second, it is important that Western realizes the role these people are playing, provides the appropriate services / resources to these people to allow them to fulfill that role, and manages appropriately any risks to that person and to Western.
Third, many of these individuals also have, or have previously held, or will have an appointment at Western. In these cases, the person has at least two different identification numbers at Western, possibly three – Student Number, Employee ID and Special ID Number, as well as UserIDs and passwords for each of these.
Therefore, these relationships are now called Associated Persons (Associated Persons of Interest / POIs). These people are issued a Western Identification Number in the same way an employee is issued a Western Identification Number.
A Western Identification Number is required to formally recognize and define this approved relationship that the individual has with the University and is used to provide access to appropriate resources at the University in support of that role.
Types of Associated Persons at Western
A variety of different relationships exist for Associated Persons at Western. They can be described in three main categories.
- Western University faculties, departments/budget units request Western IDs for visiting scholars, visiting researchers/scientists, volunteers, contracted administrative support, etc.
- Affiliated University Colleges, such as, Brescia University College, Huron University College and King’s University College request Western IDs for their employees and other associated individuals who require access to University resources due to the type of work they are performing or the nature of the collaboration.
- Approved Affiliated Organizations such as Fowler Kennedy Sport Medicine Clinic at Western, University Students’ Council, etc. request Western IDs for individuals who require access to University resources due to the type of work they are performing or the nature of the collaboration.
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