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Important changes to the Associate accounts process following the introduction of UniCore (November 2024)

The new shared HR, Finance and Procurement system - UniCore - went live in November 2024. The use of this modern integrated system means that certain types of people, who would have traditionally had an Associate account created for them in the past, will now have an account created for them in UniCore.

If you are an Associate sponsor please read the following information before raising an Associate account request to see what has changed. The person you are raising a request for may need to be raised in UniCore instead.

Which people types should now be raised in UniCore?

Type	These are...
Casual workers (including Unitemps) External Examiners (UG and PGT) Subsidiary staff	They work within UoN or a UoN Subsidiary They have a contract of employment / assignment of work with UoN or with a UoN Subsidiary They are paid through the UoN payroll
Agency Workers Contractors External Examiners (PGR) External Honorary Contract Holders	Contingent Workers The work within UoN They are paid via invoice
Unitemps working at other organisations	Non-workers (paid) Not working within UoN But receiving funds from UoN
Emeritus Professors HESA Governors	Non-workers (unpaid) Not receiving funds from UoN Require specific access to the UniCore system as part of their status with UoN

 

Information resources and training related to UniCore can be found on the UniCore SharePoint pages.

What people types should continue to be raised through the Associates process?

• Short-term visitors who are visiting UoN for less than 7 days
• The person you are sponsoring contracts through a company (rather than directly with UoN)
• The person you are sponsoring is an Academic/ Researcher/ Industry Professional who does not work for the University but is collaborating with a UoN academic and therefore needs access to resources.
• If the person you are sponsoring is a visitor who requires access to Moodle / Central Short Courses.
• If the person you are sponsoring requires access to complete research after they have left the University.

If you believe the person you are sponsoring requires an Associate Account, but you do not feel that any of these criteria are applicable, please submit an Associate account request, providing an explanation of the requirements and need for an account within the free text area of the form.

 

About Associate accounts

   Associate accounts are granted for an initial maximum of 12 months.

   There are no 'standard services' for Associate users. However, a Sponsor can, for example, ask for an Associate to have access to the same services that employees have as standard services.

View detailed information about IT Services as part of your induction as a new member of the University as Staff, Postgraduate Researcher or Associate (Workspace login required):

Please note: associate accounts are created for individual users, and applications should be made on that basis. This is detailed in the terms and conditions that the associate user agrees to, but it may not be clear to associate sponsors.

If you are an account sponsor and you believe a group associate account is the only method of providing the access your colleagues need, then please contact the IT Service Desk to discuss your requirements before applying.

Any associate accounts that appear to be used as group accounts will be suspended while their pattern of use is investigated.

View detailed information about IT Services as part of your induction as a new member of the University as Staff, Postgraduate Researcher or Associate (Workspace login required):

 

Temporary users

Accounts for temporary users are appropriate when the University is providing a short-term service that involves minimal access (e.g. by conference attendees); or when temporary staff are fulfilling a short-term function for the University.

Requests for accounts should be sponsored by someone in a position to determine 'who used the account, when'.

Services for role (i.e. shared administrative role where a number of users share a common account)

Digital and Technology Services may be able to provide a service, such as filestore or email, for use by a team or group.

This approach can be useful in situations where a number of individuals provide a service (e.g. an enquiry office) and it is convenient for them to organise files in a shared file store and/or correspond using a shared mailbox.

Organisations associated with the University

For access for spin-out company employees, IT Services to be provided by the University must be specified in the Facilities and Services Agreement between the University and the company; the Agreement may state that individual employees of the spin-out have Associate access.

Similarly, an Agreement must also be written where access needs to be provided to members of other organisations associated with the University, specifying services provided to the organisation as a whole and members of the organisation as Associates.

In these situations, the Agreement replaces the need for an individual Sponsor for each Associate. IT staff must have access to the Agreement so they can see which services should, or should not, be provided for the organisation.

Consultant IT staff (needing particular access to IT systems)

An account will be created for consultant IT staff who have been brought in to support the IT infrastructure, via the Associates application process.

Additional permissions to access 'backend' systems can be agreed locally with the Sponsor.

Role-based accounts

These are accounts that could potentially be used by a group of people. For example, where a departmental administrator email account needs to be accessed by administrative staff and temporary employees.

Role-based accounts can be set up, on request, by a relevant departmental Sponsor. 

Visiting staff

Staff who need access to IT services or library electronic resources.

Accounts are appropriate when the University is providing a short-term service that involves minimal access to services other than an internet connection (if an internet account is the only service needed the user should be directed to the Guest Wi-Fi) or when temporary staff are fulfilling a short-term function for the University.

Access to library electronic resources is dependent on the staff's visiting role within the University, as directed by the JISC model licences for authorised users. A visitor will not automatically have access to electronic resources.

 

Requesting an Associate account

   To access the University's IT services, an Associate should identify a sponsor who should be an individual associated with the work that needs to be completed on behalf of the University.

   Alternatively you can ask a contact within a School or Department to sponsor your association with the University.

 

 

 

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