Complete the Honorary & Affiliate Status Registration form on the HR website.
Scope and Applicability
This procedure formalises existing working practices for registration of individuals who are not members of University staff. The information is required to keep consistent records and provide a University ID card. It also ensures that access to corporate IT and electronic facilities is controlled in a manner compliant with the University's license agreements. Please note that Schools/RI's/Services are responsible for obtaining Disclosure Scotland, if required, by the role.
For the purposes of the procedure, the categories are:
- Honorary/Visiting status should be applied to traditional honorary/visiting roles as defined by Colleges. Note: Honorary or Visiting Professors/Readers are subject to the University procedure as detailed on the Human Resources website and will be created on University records as part of that process.
- Affiliate statusis for:
- a. Staff from other institutions who are members of shared Schools/RI's/Services.
- b. Consultants / contracted Agency paid individuals or Sub-contractors/Volunteers. (For less than one month duration and IT access only, contact your IT Manager or IT Services for Guest Wireless accounts)
How to Apply
Authorisation level is the College Management Group for Visiting or Honorary, Head of School/RI/Service, Deputy Head or School/RI/Service Administrator for any others. Use of the standard University form is mandatory. The Head of School/RI/Service may sign on behalf of the applicant to cover situations where the individual is not available. NB On signing the form on behalf of the applicant, the Head of School/RI/Service is taking full responsibility for ensuring the applicant abides by the applicable University Regulations.
Records may be extended by notifying HR of a revised end date. HR will terminate records which reach the end date without further notification. Data to manage this is available on the HR BiQuery model to authorised School/RI/Service staff.
If an individual leaves before the end date then School/RI/Service must advise Human Resources to end the record, and by virtue of this, permissions related to the role.
The application procedure is different for honorary status in the College of MVLS and applicants should look at the College web pages for details of the procedure - www.gla.ac.uk/colleges/mvls/informationforstaff/honorarystatus/
What Happens Next
HR will normally register the record within 48 hours of receipt, subject to complete information. HR will email the personal number to the School/RI/Service contact and the personal email address provided.
Once the person is registered, IT Services required for their role at the University can be requested via your local IT Manager. Further details are available from IT Services.
Human Resources and IT Services