EXTERNAL AFFILIATE PROCESS:
- Form to Return: External Affiliate Data Sheet
- Form to Return: Confidentiality and Non-Disclosure Agreement
- Form to Return: Patent Agreement
Division office will review and approve, then send forms to Human Resources for processing.
HR will send email to division office once external affiliate is set up in system; division will forward to lab contact.
Lab contact must email Caltech Help ([email protected]) or submit a ticket: IMSS>Accounts>New Account Request: Provide as much information in the request detail as possible including UID# and if they have been at Caltech previously.
Include First and Last Name, and UID#
Photo (photo requirements below)
- Any passport photo
- A non-passport photo fitting the following requirements:
- The photo must be of only you (no group photos)
- The photo must be taken from directly in front of you (no side angles)
- The photo must be in color o The photo must have a solid background
- No sunglasses, hats, hoods, masks, etc.
- JPEG format
For questions, please contact Stefany Nielsen at (626)395-4700 or [email protected].
External Affiliate Description
Caltech maintains formal relationships with other organizations in the scientific and business community. These relationships may be focused on scientific endeavors or they may be more business oriented and in the joint interest of both Caltech and the external organization. In some cases, the employees of these external organizations work on campus alongside Caltech employees. In other situations, Caltech has an agreement with the organization to process their medical and dental benefits. Individuals who work for these organizations are identified for Caltech purposes as External Affiliates.
Caltech External Affiliates Definition
An External Affiliate is an individual whose working group/organization has a formal working relationship with the Institute.
Examples of External Affiliate groups includes: Howard Hughes Medical Institute (HHMI), USGS, California Association for Research in Astronomy (CARA), Caltech Y, Caltech Employees Credit Union (CEFCU), Caltech Childcare Center (CCC), JPL Child Education Center (CEC), Glendale Community College or Pasadena Community College work study students, temp employee agencies, and other organizations that have MOUs or contracts with Caltech.
External Affiliate Process:
Human Resources enters External Affiliate personal, organization and location information into the Oracle HR system for the following reasons:
Access - External Affiliates may be provided access to email, computer systems, buildings or labs, on-campus parking, the library, and other services on an as-needed basis, as determined by the sponsoring Division or Department.
Safety - Many of these organizations' employees are housed on or near campus, so their safety is important to Caltech. Entering the external affiliate's information into Oracle provides Caltech with basic contact information and connects them to our automated security notification system should an emergency arise.
When the external affiliate's assignment ends, the Division or Department collects ID card (if applicable) and notifies Human Resources via email of the departure. Human Resources will terminate the record in Oracle and access privileges will close.