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Summary

This document describes support of affiliation groups in the UW Groups service, including naming, data integration, data quality, lifecycle, and access control. Affiliation groups are intended to support effective and efficient day-to-day operations of current UW programs by providing timely, accurate groups representing various affiliations which individuals have with the UW.  Affiliation groups are based on data integration between the UW Person Registry and the groups service. The groups are updated nightly, Sunday through Friday.

Examples

The following table illustrates several affiliation groups:

Group ID

Display Name

Effective Membership

uw_affiliation_undergraduate

UW Undergraduate Students

UW students who are identified as undergraduates.

uw_affiliation_graduate

UW Graduate Students

UW students who are identified as graduate students.

uw_affiliation_uw-medicine-workforce

UW Medicine Workforce Members

Members of the UW Medicine Workforce that use clinical applications as identified by UW Medicine IT Services User Access Administration(uaa@u.washington.edu).

uw_affiliation_affiliate-employee

UW Affiliate Employees

UW affiliates who work on campus at least 3 days a week but are not paid through UW Payroll.

Affiliation Group IDs

Affiliation groups are identified by UW Group IDs that conform to the UW Group Naming Plan. The following affiliation/organization stem is reserved for them:

  uw_affiliation

Data Integration

The UW Person Registry is the source for the affiliations represented by the affiliation groups. In turn, the Person Registry relies on several data sources, including the student database (SDB), the payroll database (HEPPS), the Washington State DOH health practitioner database, etc. As the data from the various sources are processed and reconciled, affiliations are assigned to individuals. Because an individual may have multiple affiliations with the UW, an individual may be a member of more than one affiliation group.

To contain costs and support smooth operations, UW-IT manages affiliations using the concept of a "grace period". That is, the status of an individual's affiliation changes from current to grace to former, where the intermediate grace period eases transitions from current to former status. Most of the affiliation group memberships retained members who are either current or in grace periods. The duration of the grace period varies, depending on affiliation.

The following table summarizes the most relevant aspects of data integration between the Person Registry and the groups service, related to identifiers, display names, membership derivation, and grace.

Group

Display Name

Membership
Original Data Source

Membership Derivation

Grace Period

uw_affiliation_undergraduate

UW Undergraduate Students

student database (SDB)

In SDB,
class is one of ("01", "02", "03", "04", "05", "06")
and status is not "O" or "N"

90 days

uw_affiliation_graduate

UW Graduate Students

student database (SDB)

In SDB,
class is one of ("00", "08", "11", "12", "13", "14")
and status is not "O" or "N"

90 days

uw_affiliation_graduate-current

UW Current Graduate Students

student database (SDB)

In SDB,
class is one of ("00", "08", "11", "12", "13", "14")
and status is "E" or "L"

none

uw_affiliation_bothell-student

Current Bothell students

student database (SDB)

In SDB, primary_branch is "1"

none

uw_affiliation_tacoma-student

Current Tacoma students

student database (SDB)

In SDB, primary_branch is "2"

none

uw_affiliation_seattle-student

Current Seattle students

student database (SDB)

In SDB, primary_branch is "0"

none

uw_affiliation_extension-student

UW Extension Students

student database (SDB)

In SDB, status is "O"

90 days

uw_affiliation_applicant

UW Applicants

student database (SDB)

In SDB, status is "N"

90 days

uw_affiliation_alumni

UW Alumni

Alumni Advancement database

In Advancement database, type is "AL"

30 days

uw_affiliation_alumni-association-members

UW Alumni Association Members

Alumni Advancement database

In Advancement database, alumni_member is "A"

None

uw_affiliation_student-employee

UW Student Employees

payroll database (HEPPS)

In HEPPS, Primary ECS Code is "G" or "U"

15 days

uw_affiliation_affiliate-employee

UW Affiliate Employees

payroll database (HEPPS)

In HEPPS, Primary ECS Code is "V"

15 days

uw_affiliation_mla-eligible-students

MLA eligible students

student database (SDB)

UW Students registered for a future quarter, the current quarter, or the previous quarter who have paid the Student Technology Fee. Membership does not include Graduate students who are on leave (unless they have registered for a class). Membership does not include students admitted for a single quarter (e.g. "summer only"), where the quarter isn't necessarily summer quarter.

See Membership Derivation

uw_affiliation_cascadia-user

Cascadia Community College Members

Cascadia Community College

In PersonRegistry,

  • category.category_code is 41
  • category.status_code is 1 or 2

15 days

uw_affiliation_cascadia-student

Cascadia Community College Students

Cascadia Community College

In PersonRegistry,

  • avf.category_code is 41
  • avf.status_code is 1 or 2
  • avf.department is 'STU'

15 days

uw_affiliation_cascadia-employee

Cascadia Community College Employees

Cascadia Community College

In PersonRegistry,

  • avf.category_code is 41
  • avf.status_code is 1 or 2
  • avf.department is 'EMP'

15 days

uw_affiliation_uw-medicine-workforce

UW Medicine Workforce Members

UW Medicine IT Services

 

Determined by UW Medicine IT Services

uw_affiliation_wwami-medical-residentMedical residents in FMRN and Spokane Internal Medicine programs who are eligible for employee computing services and UW Libraries systesmPerson Registry

Sponsored netid's where the HEPPS Ein = 'MEDRES', and

  • avf.college is NULL or 'FR'
  • avf.status_code=1
  • uwnetid.status_code=30

 

 

uw_affiliation_uw-medicine-affiliate

UW Medicine Affiliates

UW Medicine IT Services

 

Determined by UW Medicine IT Services

uw_affiliation_scca-employee

Seattle Cancer Care Alliance Employees

Seattle Cancer Care Alliance

Company = 'CCA' and
PayGroup = 'CCA' and
EmployeeStatus is one of 'A', 'L', or 'P'

90 days

uw_affiliation_scca-affiliate

Seattle Cancer Care Alliance Affiliates

Seattle Cancer Care Alliance

Company = 'CCA' and
PayGroup = 'AFF' and
EmployeeStatus is one of 'A', 'L', or 'P'

90 days

uw_affiliation_fhcrc-employee

Fred Hutchinson Cancer Research Center Employees

Fred Hutchinson Cancer Research Center

Company = 'FHC' and
PayGroup = 'FHC and
EmployeeStatus is one of 'A', 'L', or 'P'

90 days

uw_affiliation_fhcrc-affiliate

Fred Hutchinson Cancer Research Center Affiliates

Fred Hutchinson Cancer Research Center

Company = 'FHC' and
PayGroup = 'AFF' and
EmployeeStatus is one of 'A', 'L', or 'P'

90 days

uw_affiliation_heal-wa

HEAL-WA

Washington State DOH

Valid Washington State health practitioner license holders (except Dentists)

14 days

There is also a set of legacy eduPersonAffiliation groups, not in the uw_affiliation stem (see eduPerson Affiliation Reference). These are:

Group

Display Name

Membership
Original Data Source

Membership Derivation

Grace Period

uw_employee

uw_employee

payroll database (HEPPS)

In HEPPS, Primary ECS Code is 'B', 'C', 'D', 'E', 'H', 'I, 'P', 'S', 'T', 'F', 'N', 'G', or 'U'

none

uw_faculty

uw_faculty

payroll database (HEPPS)

In HEPPS, Primary ECS Code is 'F' or 'N'

none

uw_staff

uw_staff

payroll database (HEPPS)

In HEPPS, Primary ECS Code is 'B', 'C', 'D', 'E', 'H', 'I, 'P', 'S', 'T', 'G', or 'U'

none

uw_student

uw_student

student database (SDB)

In SDB, status is not 'N' and status is not 'X'

~1 quarter

uw_affiliate

uw_affiliate

Person Registry

Holds a category_code of  13, 15, 17, 20, 25, 26, 28, 39, 40, 41, 45, or 53-56 with a status_code of 1 
but does not hold a category_code of 1, 2, 4, 5, 14, 16, 18, 19, 34, or 35 with a status_code of 1

none

 Data Quality Standards

This section summarizes the data quality standards for affiliation groups represented in the groups service.

Data Validation Rules: Validation rules are applied only to ensure that affiliation data conform to the constraints of the groups data model. Therefore, the accuracy of affiliation groups, including names and memberships, is primarily determined by the quality and validity of the source data. To ease transitions, members which have been removed from the source data are retained in the groups for the period of time specified in the Grace Period column, above.

Timeliness of Updates: Under normal operating conditions, updates will propagate to the groups service every Sunday night through Friday night.

Defined Error Rates: Overall, the groups service relies on the data sources, as the systems of record, to define the frequency of errors in affiliations data.

Integrity Monitoring: The integrity of affiliation data is ensured during secure transport between the data sources and the groups service. Physical, system, and administrative controls are used on the groups service to maintain integrity.

Reliability: Affiliation groups are provisioned using processes monitored to ensure reliability and availability of the groups. When abnormalities such as potentially corrupt or incomplete data feeds are detected during the provisioning process, updates are not applied until the abnormalities are reviewed. The reliability of affiliation groups, once provisioned, is that of the groups service itself: 24 hours a day, 7 days a week, with rare exceptions.

Affiliation Group Lifecycle Policy

The following lifecycle policy provides notification of affiliation group availability to help customers make informed information technology decisions, anticipate deprovisioning, identify other business needs, and provide feedback.

Lifecycle Policy: Affiliation groups are retained indefinitely. While the groups themselves will be retained, the membership of the groups will of course change over time, as peoples' affiliations change.

Access Control Policy

The affiliation group memberships are restricted based on their size and the confidentiality of the membership data. This restricted classification forms the basis of the following access control policy and appropriate use guidelines. It is also the basis for membership viewer controls on some of the group memberships.

Access Control Policy: Having considered the privacy, security, and compliance concerns and acknowledging the business needs and operational efficiencies enabled via affiliation groups, the responsible custodians have established an access control policy that grants permission to view memberships only to authorized users. Requests for access (by applications, students, affiliates, and other third parties) may be authorized on a case-by-case basis, based on establishing a business need and/or an appropriate data sharing agreement.

Appropriate Use Guidelines: Use of affiliation groups is subject to the following appropriate use guidelines. Permission to view affiliation group memberships is granted on the condition that authorized clients use the memberships for appropriate business purposes. Authorized clients are responsible for enforcing the defined access control policy and may not share affiliation group memberships without first obtaining authorization to do so. Sending unsolicited email to the membership of an affiliation group may violate UW privacy policy. All users are expected to know and follow the rules related to ethical and appropriate use of UW computing and networking resources. These rules include guidelines on email use that apply to the use of affiliation groups with email.