Affiliate Authorization Process

Over the past few years Public Safety has experienced growth in the numbers of people who are neither employees nor students but require certain Public Safety services, in particular identification cards and parking permits. This group who has legitimate business on campus, such as visiting faculty who are not paid by Tufts, consultants, or contractors, is not part of our existing directory of employees and students. We refer to this collective group as affiliates.

To address this shortcoming, Public Safety has worked with UIT to develop a streamlined process for departments to submit the names of their affiliates. We were fortunately able to leverage the existing eReg system that is used to provide email addresses and computer access to affiliates and have adopted the system to also authorize identification cards and parking permits.

Departments having an affiliate that requires either an ID card or a Tufts parking permit shall submit the affiliate’s information to their eReg Administrator. Typically this person is part of the IT support organization or the Frontline Support Provider (FSP).
The eReg Administrator will enter this information into the eReg system.
Identification data entered into eReg will be automatically submitted to Public Safety within 5 minutes during business hours. At that time the affiliate will be able to obtain an ID card and parking permit.
Affiliates entered into eReg will remain active for up to one year. Affiliates remaining at Tufts for longer than 12 months will need to be renewed at least annually. The eReg Administrator who entered the affiliate will receive an expiration notice at least 30 days before the affiliation expires.

Affiliates entered into the eReg system will be eligible to receive a temporary Tufts ID card that will expire on the same date as their affiliation expiration. A temporary Tufts ID card also authorizes them to purchase a Tufts parking permit, and allows for the possibility of card access, if necessary. Card access still requires additional authorization submitted on an Access Request Form (available online at http://publicsafety.tufts.edu/accessreq) or via email to accessreq[at]tufts.edu.

The eReg system is available immediately, and departments are encouraged to enter their existing affiliates who require an ID card or a parking pass. Beginning July 15, 2007 Public Safety will no longer accept paper forms or memos authorizing a non-employee or a non-student for an ID card.