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RIMS: Managing Affiliates via the Affiliate Management System

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Table of Contents

About Affiliates 

Affiliates Management System provides a paperless way to request, provision, and update guest/affiliate accounts. Affiliates include vendors, physicians, adjuncts, local and international students, and individuals who need access to library materials, among other types of individuals.

Important Information for Sponsors: Only Rowan University employees that have been certified to act as a sponsor can initiate the request for Affiliate access to Rowan systems or for RowanCard access to a University building and only for those affiliation groups for which they have been authorized. Sponsors must complete their assigned security training and acknowledge the terms of the Affiliate Access Policy before accessing the affiliate system.

Please Note: If you have not previously been a Sponsor, you must first submit a request to have your affiliation group created prior to accessing the Affiliates system. To get started please complete the New Affiliate Group form in the Rowan Support Portal.

Access Affiliates

  1. Go to https://rims.rowan.edu/affiliate
  2. When the login screen appears, enter your Rowan NetID.
  3. Complete the Duo authentication prompt.
  4. You are now logged into the Affiliates system

Top Navigation Tools

  • Home: Brings you to the home screen
  • Sponsor: Will have sub menu: Invitation Status, Add New Affiliate and Maintain your Affiliates
  • Log Out: Exit the system
  • Help: To refer to this KB Article

 

  

Invite An Affiliate To Join An Affiliation Group

  1. Log in to https://rims.rowan.edu/affiliate
  2. Go to Sponsor menu
  3. Click Add New Affiliate on the sub menu
  4. Select an Affiliate Group from the drop-down menu
  5. Enter the requested information. Note: Please enter the email address carefully. This cannot be changed after it is submitted. 
  6. Click Submit

The new affiliate will then receive an email, like the one pictured below, with an invitation to enter their information into the system.  Affiliates have seven days to enter their information into the system. If they do not enter their information into the system within seven days, the link they receive will expire and the sponsor will need to re-invite the affiliate. If you search for an affiliate and you see the word Expired under their status, the affiliate did not complete the form within seven days of receiving the email invitation.  In this case, the sponsor will need to begin the process again and send out a new invitation. 

All Affiliates who are granted a Rowan email address are required to take Rowan's security awareness training.  Employees with a swipe card access only or Rowan Network account access only do not need to take the training.



Check Invitation Status

You can check the status of all your invitations by going to "Sponsor" menu , then "Invitation Status" sub menu.

Resend Invitation to an Affiliate to Join an Affiliation Group

If an affiliate deleted the original invitation or the invitation has expired, you can resend an invitation to the affiliate. Affiliates have seven days to enter their information into the system. If they do not enter their information into the system within seven days, the link they receive will expire and the sponsor will need to re-invite the affiliate.  To resend an invitation:

  1. Choose Invitation Status sub menu from "Sponsor" menu on the toolbar
  2. Under Affiliate Invitations, search for the affiliate you would like to resend the invitation to 
  3. Click on Resend Invitation button

    Resend Affiliate Invitations

Revoke Invitation

You may need to revoke (cancel) an invitation if the affiliate was added to the wrong group, etc.  This can be done up until the affiliate completes the invitation.

  1. Choose Invitation Status sub menu from "Sponsor" menu on the toolbar
  2. Under Affiliate Invitations, search for the affiliate you would like to revoke the invitation 
  3. Click on Cancel Invitation button

Note:  Once the affiliate status is "In Review" or "Completed", the invitation cannot be revoked.  When in either of these statuses, the affiliate must be terminated.

Invitation Bypass

A small number of affiliate groups are able to fill out the affiliate form on behalf of their affiliate candidates and bypass the invitation process.  

  1. Choose Add New Affiliate on the toolbar
  2. Under the Affiliation Group choose the correct affiliation group.  If your affiliation group has the Invitation Bypass feature you will be able to proceed with the next steps. 
  3. Above the Affiliation Group dropdown menu, you will see a Click Here button to enter affiliate information on their behalf
  4. Fill out the form and choose Submit Form
  5. Choose Yes when the system asks if you are sure




 

Search for an Affiliate

  1. Click Maintain your Affiliates submenu under top navigation menu "Sponsor"
  2. Select an Affiliate Group from the drop-down menu
  3. Or you can enter the first name, last name or email address of the affiliate you are searching for, if you choose the group you will see all the affiliates for that group
  4. Click Submit

 

Renew an Affiliate

Sponsorship expiration notifications are currently sent to the sponsor on 21, 7, 0 days prior to the expiration of an affiliate. Follow the steps below, to renew an affiliate whose access is about to expire or has already expired:
  1. Go to "Sponsor" menu and then "Maintain your Affiliates"
  2. Locate the Affiliate(s) you want to renew by using the Search feature
  3. Select the checkbox next to the affiliate(s), you want to "Renew".
  4. Click on "Renew" button.
  5. Choose the date field and select the date you want the Affiliate relationship to expire from the calendar, then choose the Yes button.

 

Note: Affiliates can be renewed for 120 days total, once renewed an email is sent to the affiliate alerting them that their affiliate role was extended.

Terminate An Affiliate

  1. Go to "Sponsor" menu and then "Maintain your Affiliates"
  2. Locate the Affiliate(s) you want to renew by using the Search feature
  3. To the right of the Affiliate(s) information choose the Terminate button
  4. Choose Yes when it asks if you are sure.


 

Important Information for Sponsors

Sponsors must complete their assigned security training and acknowledge the terms of the Affiliate Access Policy before accessing the new RIMS Affiliate Management System. New sponsors will need to submit a request to be setup as a sponsor as well as have an affiliation group created, before accessing the new system. Both requests may be submitted at support.rowan.edu.

Additional Resources

Affiliate Accounts: Guide for Affiliates and the Affiliate Application Form 

 
If you have an issues or need assistance, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal. 
 
 
 
Revised by Kincaid, Robin
Last modified 8 months ago