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Guidelines For Affiliates, Associates and Volunteers

The University of Arizona's commitment to learning and discovery is generously supported by the active participation of citizens throughout the state of Arizona. To this end, the University accepts and encourages the involvement of volunteers at all levels within appropriate programs and activities. Collectively, volunteers are composed of University Affiliates, Associates and other individuals who perform duties and services for the University but are not paid on a salary basis by the University. Volunteer efforts may include research, instruction, fundraising, docent and other service activities.

Affiliates (PSOS Status Code "F")

Affiliates are select individuals from institutions, hospitals and clinics that have been afforded contractual affiliate status by the Office of the Provost. Affiliates do not receive a salary from the University for the duties and services they perform. Faculty appointments are granted under the Arizona Board of Regents (ABOR) conditions of Faculty Service.

Affiliate Benefits/Services

Affiliates are eligible for email accounts, library privileges, bookstore and event ticket discounts, and access to purchase a UA CatCard, parking pass and a campus recreation membership during the period in which they are in an active status.

UA Affiliates, their spouses and dependent children may be eligible for inclusion in the Qualified Tuition Reduction (QTR) Program by written agreement between the University and the affiliated unit. Medical/Clinical Affiliates must be employed full time (.50 FTE or more) to be afforded affiliate status. No other University or state-sponsored employee medical, retirement or insurance plans apply to this affiliate status.

Below, is the list of currently approved affiliate institutions.

*including the following hospitals:

Banner Baywood
Banner Desert
Banner Estrella
Banner Gateway
Banner Heart Hospita
Banner Thunderbird
Banner Good Samaritan

If you have questions about Tucson affiliates, please contact Melanie Bright at 626-6621.
For questions about Phoenix affiliates, call Brenda Paulsen at 602-827-2081.

Associates (PSOS Status Code "N")

University Associates include individuals such as unpaid faculty, principal investigators, visiting scholars, dissertation special members and others who are regularly engaged in activities that directly support the teaching and research mission of the University, but are not compensated by the University by salary.

Note: Members of affiliated institutions who are not eligible for the Qualified Tuition Reduction Program will also be designated in PSOS with an "N" code.

"Associate" Benefits and Services

University Associates are eligible for email accounts, library privileges, bookstore and event ticket discounts, and the option to purchase a UA CatCard, parking pass and a campus recreation membership during the period in which they are in an active status.

University Associates are not eligible for the University's Qualified Tuition Reduction Program and no other University or state-sponsored employee medical, retirement or insurance plans apply to this association.

Application and Approval of Affiliate and Associate Status

Applications for Affiliate and Associate status for individuals involved with research activities will be processed through the Office of the Vice President for Research, Graduate Students and Economic Development (VPR), Administration 601.

Application for Affiliates and Associates status for individuals involved solely with instruction will be processed through the Office of the Provost, Attn: Vice Provost for Instruction, Administration 501.

Application for Affiliate and Associate status for individuals from College of Medicine (COM) Affiliates located in Tucson and Phoenix, will be processed through the COM Office of the Dean for Academic Affairs, AHSC 2205.

Affiliate Procedures

1. Prepare a memo requesting associate status.
2. Complete the Affiliate/Associate Appointment Form
3. Obtain a signed Affiliate/Associate Information Form from the appointee.
4. Draft a "Letter of Affiliation" in lieu of an "offer letter" to the appointee outlining the conditions of the affiliation and the services and benefits available to approved members. (Templates are available on the HR "forms" webpage at http://www.hr.arizona.edu/forms.php#offer)
5. Forward the memo, Letter of Affiliation, the Affiliate/Associate Appointment Form, an Affiliate/Associate Information Form, and a copy of a CV or resume to the appropriate office (VPR, Vice Provost or COM Office of the Dean for Academic Affairs).
6. Upon approval, documents will be forwarded to Systems Control for processing.
7. Affiliates will be assigned a status code of "F" in PSOS and designated as "University Affiliate" or assigned an existing university title.
8. Appointments may be established through the current fiscal year and renewed annually. Departments will receive a current list of Affiliates and Associates during the rollover period to assist with the renewal process.
9. Affiliate appointments that have been interrupted may be reactivated or renewed using a Personnel Action Form (PAF) during the fiscal year.

Associate Procedures

1. Prepare a memo to the Office of the Provost requesting Associate status
2. Complete an Affiliate/Associate Appointment Form with Dean or VP signature
3. Obtain a signed Affiliate/Associate Information Form from the appointee.
4. Draft a "Letter of Association" in lieu of an "offer letter" to the appointee outlining the conditions of the association and the services and fringe benefits available to approved members. (Templates are available on the HR "forms" webpage at http://www.hr.arizona.edu/forms.php#offer)
5. Forward the memo, Letter of Association, the Affiliate/Associate Appointment Form, an Affiliate/Associate Information Form, and a copy of a CV or resume to the appropriate office (VPR, Vice Provost or COM Office of the Dean for Academic Affairs).
6. Upon approval, documents will be sent to Systems Control for processing.
7. Associates will be assigned a status code of "N" in PSOS and designated as "University Associate" or assigned an existing university title.
8. Appointments may be established through the current fiscal year and renewed annually. Departments will receive a current list of Affiliates and Associates during the rollover period to assist with the renewal process.
9. Associate appointments that have been interrupted may be reactivated or renewed using a Personnel Action Form (PAF) during the fiscal year.

Volunteers

Volunteers are individuals such as docents, 4-H workers, event coordinators and other individuals who do not meet the criteria for affiliate or associate appointments. Volunteers perform services for the University without coercion or expectation of compensation, benefits or future employment.

Benefits and Services

Procedures

1. Obtain a signed Volunteer Service Agreement Form from the volunteer and give a copy to the volunteer.
2. Retain the Volunteer Service Agreement Form in departmental files for accidental and state liability insurance coverage.

No-Salary Designations for Inactive UA Employees

Beginning July 1, 2005, the "no-salary" ("N") designation will be limited to those individuals who have been approved as University Associates. Active employees who have ended their paid position, but continue to perform duties for the University, must be designated in the Personnel Services Operating System (PSOS) as a University Affiliate or Associate in order to access University services. During periods where a paid employee is "inactive" due to loss of funds, expired immigration visas or other unpaid periods of time, the employee must either be placed in a leave of absence status as appropriate, approved as a University affiliate or associate, or have their position terminated to minimize liability to the University and to ensure compliance with relevant laws and regulations.

Insurance Coverage

University Affiliates, Associates and Volunteers are not directly covered by the State's Workers' Compensation program, but volunteers and other unpaid employees of the University are covered under the State Volunteer Accident Insurance Plan while engaged in sponsored and supervised volunteer activities.