Position Number
Each department should have separate pooled positions set up for Affiliates, Volunteers, and Adjunct Faculty (academic departments only). If a position number does not yet exist, complete the UNL New Position Form or contact the Budget Office at 402-472-0843 or unlbudget@unl.edu. IANR departments should contact the IANR Budget Office at 402-472-2871. Using an incorrect position may impact the individual’s services.
Obtain the following from Affiliate or Volunteer
- Copy of a government issued photo ID to verify identity
- First Name, Last Name, and Middle Initial
- Home Address (Street, City, State, Zip)
- Home Phone Number
- Email Address
- Date of Birth
- Sex (select one)
- Male
- Female
- Undeclared
- Nationality (country they were born in)
- Residence Status (select one)
- Citizen
- Non-Citizen
- Non-Resident Alien (If Non-Resident Alien, employee must also provide their current Visa type)
Employee Subgroup
Affiliates (ESG = O0, jobclass = 49888888) do not work for, get paid by or receive benefits from the University, but they have a relationship with UNL that requires building access or services from UNL. They are distinguished from volunteers by the fact that they do not work under the direction of UNL staff. Examples of affiliates: external contractors working on campus, federal employees housed on campus, ROTC, National Collegiate Honor Society.
Volunteers (ESG = V0, jobclass = 49095600) receive no pay or benefits from the University but are doing volunteer work for a UNL department and are supervised by a UNL employee. Examples of volunteers: Lied usher, museum docent.
Adjunct Faculty (ESG = V0, jobclass = 49095030) receive no University pay or benefits but work for a UNL department in a faculty role. Based on their ESG of V0, Adjunct Faculty are a type of volunteer.
Appointment Start and End Date
Affiliate/Volunteer appointments may not exceed two years; the end date cannot be 12/31/9999.
EXCEPTION: Some affiliate/volunteers working in particular areas or roles can have an end date of 12/31/9999 and include:
- Extension employees who are paid by the county
- Health Center - UNMC employees
- UNL Police Department
- College of Dentistry
- Military Affiliates/Volunteers, depending on the position and letter of offer
Organizational Unit
Enter the Org Unit number of the UNL department sponsoring the affiliate or volunteer. Each affiliate or volunteer is assigned to a sponsoring department who is responsible for maintaining the affiliate/volunteer's record on an ongoing basis, ensuring that the data is kept current, and making sure services are provisioned and deprovisioned on a timely basis.
Title and Title Modifier
Title Field: Unlike paid positions, unpaid positions are not assigned master data, so they do not have a pre-assigned title. In the Unpaid Positions section of IT9001, the title field is an open text field and whatever is entered will appear in the online employee directory. Therefore, it is important to enter a descriptive title in the title field. For example, enter “museum docent” rather than “volunteer,” or “cell tower technician” rather than “affiliate.” (To prevent the employee from appearing in the directory, enter NL in the DO field -- NL indicates Not Listed.)
Title Modifier for Affiliate/Volunteer Do not use a title modifier for affiliates/volunteers. The only exception is a visiting scholar (ESG V0), for which a title modifier of <5 - Visiting> is added.
Title Modifier for Adjunct Faculty: A title modifier "3" (indicating "Adjunct") is required on the Affiliate/Volunteer ePAF and PAF for Adjunct Faculty because the addition of the title modifier allows for the provisioning of faculty services. If no title modifier is added for the Adjunct Faculty, then faculty services will not be granted for that individual.
For example: On an unpaid faculty position, when title modifier code “3” (indicating "Adjunct") is entered in the title modifier field and the title “Faculty” is typed into the IT9001 screen, the resulting “Adjunct Faculty” is properly provisioned as faculty. If these fields are incorrectly entered – the title modifier code field is left blank and the open text field is entered as “Adjunct Faculty” -- the person will be provisioned as an affiliate/volunteer because the title modifier code is missing.