IT Knowledge BaseGeneral TopicsIT Service Request Forms Account Management RequestsRequesting an Email Account for a Non-CSUF User (Affiliate Account)

Requesting an Email Account for a Non-CSUF User (Affiliate Account)

This article covers how Department IT Coordinators (DITCs) can request a login and/or email account for a non-CSUF user including contractors, visiting scholars, and volunteers.

Please note that affiliate accounts require that an External Account Request Form is submitted and approved before the affiliate account can be created.

1. Log in to the IT Service Request Forms and access Account Management.

2. Select Email/Login Accounts and then click New Account.

email login accounts screen with new account higlighted
  1. Select Email/Login Accounts.
  2. Then click New Account.

3. Select Other from the drop-down menu.

request for drop down menu

4. Then select Affiliate Account.

type drop down menu

5. Select the option that best describes how the account will be used.

hoiw will account be used drop down menu
  • Campus Affiliate: individual who is not associated with the university but needs to access campus resources
  • Continuing Learning Experience: individuals who are members of the Osher Lifelong Learning Institute (OLLI) and need access to campus resources
  • Contractor: vendor who has been contracted with the university to perform a task or service and needs access to campus resources to perform those tasks/services. Typically account name will be vendor name (e.g., c-verizon).
  • External HPC User: individual who is not associated with the university but needs access to campus resources including a High Performance Computer (e.g., high school students participating in NSM summer programs).
  • LMS Guest: individual who is not associated with the university but needs to access the campus LMS (Canvas). View Creating a Canvas Guest Account
  • Student Club: a student organization that has been officially recognized by the university and needs a campus login/email address. View information on Clubs & Organizations, including how to start or manage a club.
  • Temporary Appointment: individual who has a temporary appointment with a department and needs access to campus resources, but is not in the state Human Resources, ASC HR, or ASI HR databases
  • Visiting Scholar: international faculty not employed by the university who conduct research, teach, and/or consult with campus faculty members. Also known as Exchange Visitors.
  • Volunteer: individual who is volunteering their time with a department on campus. Volunteers must be officially designated as such using the appropriate process: Campus Human Resources Volunteer Program, Auxiliary Services HR Procedures (see Volunteer Guidelines), or Associated Students HR.

Choose the affiliate type below to view more details about completing the account request.

Campus Affiliate

1. Fill out the user's details. Then click Continue.

Note that you cannot change the Resource Type or Expiration Date.

new computer email account details screen
  1. Enter the user's First Name.
  2. Enter the user's Last Name.
  3. Enter the user's Display First Name.
  4. Enter the user's Display Last Name.
  5. Enter a Preferred username for the user. NOTE: The username must begin with "af" to identify the account as an affiliate account (e.g., af-tuffytitan).
  6. Enter the Off-Campus Email for the user.
  7. Enter the Mobile phone for the user. NOTE: this is only necessary if the user will be accessing any campus resources that require Duo two-factor authentication.
  8. Select the appropriate department from the drop-down menu.
  9. Select the campus Location where the user will be located.
  10. Enter the username of the person who is sponsoring this affiliate.
  11. Then click Continue.

2. Verify the information is correct. Then click Submit.

verify account information

3. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted
Continuing Learning Experience (OLLI)

Please note that these steps are only for the DITCs for OLLI who will determine if an OLLI member needs access to campus resources. Please visit the Osher Lifelong Learning Institute (OLLI) website for more information on membership.

1. Enter the Social Security Number of the user, then enter their First Name and Last Name. Lastly, enter their date of birth. Then click Next.

SSN, Name, DOB
  1. Enter the Social Security Number (SSN) of the user in the SSN and Confirm SSN fields.
  2. Enter the user's First Name and Last Name.
  3. Enter the user's Date of birth.
  4. Then click Next.

2. Fill out the user's details so a People Directory entry can be created for them. Then click Next.

Add Person to People Directory screen
  1. Enter the user's First Name.
  2. Enter the user's Last Name.
  3. Select the user's Gender.
  4. Select Other for Position Type Category.
  5. Select Continuing Learning Experience for the Position Type.
  6. Select the appropriate department from the drop-down menu (typically it's 273 Osher Lifelong Learning Institute).
  7. Select U99 - Unrepresented for the Collective Bargaining Unit.
  8. Enter all zeroes for the Position Number (i.e., 000-000-0000-000)
  9. Enter today's date as the Position start date. Note that this date does not need to be the user's actual first day; this is just the date when the account will be active.
  10. Enter the department's main extension as the Work Phone.
  11. Then click Continue.

3. Verify the information is correct. Then click Submit.

verify account information

4. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted
Contractor

1. Place a checkmark next to the resource(s) that this account will need to access. Then click Next.

resource types screen
  1. Select the resource(s) that this account will need to access.
  2. Then click Next.

2. Enter the Social Security Number of the user, then enter their First Name and Last Name. Lastly, enter their date of birth. Then click Next.

SSN, name, and DOB
  1. Enter the Social Security Number (SSN) of the user in the SSN and Confirm SSN fields.
  2. Enter the user's First Name and Last Name.
  3. Enter the user's Date of birth.
  4. Then click Next.

3. Fill out the user's details so a People Directory entry can be created for them. Then click Next.

add person to people directory screen
  1. Enter the user's First Name.
  2. Enter the user's Last Name.
  3. Select the user's Gender.
  4. Select Other for Position Type Category.
  5. Select Contractor for the Position Type.
  6. Select the appropriate department from the drop-down menu.
  7. Select U99 - Unrepresented for the Collective Bargaining Unit.
  8. Enter all zeroes for the Position Number (i.e., 000-000-0000-000)
  9. Enter today's date as the Position start date. Note that this date does not need to be the user's actual first day; this is just the date when the account will be active.
  10. Enter the department's main extension as the Work Phone.
  11. Then click Continue.

4. Verify the information is correct. Then click Submit.

verify account information

5. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted
External HPC User

1. Fill out the user's details. Then click Continue.

Note that you cannot change the Resource Type or Expiration Date.

new computer email account details screen
  1. Enter the user's First Name.
  2. Enter the user's Last Name.
  3. Enter the user's Display First Name.
  4. Enter the user's Display Last Name.
  5. Enter a Preferred username for the user. NOTE: The username must begin with "af" to identify the account as an affiliate account (e.g., af-tuffytitan).
  6. Enter the Off-Campus Email for the user.
  7. Enter the Mobile phone for the user. NOTE: this is only necessary if the user will be accessing any campus resources that require Duo two-factor authentication.
  8. Select the appropriate department from the drop-down menu.
  9. Select the campus Location where the user will be located.
  10. Enter the username of the person who is sponsoring this affiliate.
  11. Then click Continue.

2. Verify the information is correct. Then click Submit.

verify account information

3. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted
LMS Guest

Want to create an LMS/Canvas guest account? View Creating a Canvas Guest Account.

Student Club

Please note that all student organizations must be approved through Student Life & Leadership. View more information on starting a club.

1. Fill out the student organization's details. Then click Continue.

Note that you cannot change the Resource Type or Expiration Date.

new computer email account details screen
  1. Select the resources that the student club needs: Email Account and/or Login Account (No Email).
  2. Enter the Display Name for the club. The name should begin with Club - (e.g., Club - Tuffy Fan Club)
  3. Enter a Preferred username for the account.
  4. Enter the Off-Campus Email for the account. This should be the off-campus email for the club's faculty/staff sponsor as the club's membership will likely change year to year.
  5. Enter the Mobile phone for the account. NOTE: this is only necessary if the account will be accessing any campus resources that require Duo two-factor authentication.
  6. Select the appropriate department from the drop-down menu.
  7. Select the campus Location where the user will be located.
  8. If you don't want the student club's account to appear in the Outlook Global Address List, place a checkmark next to Hide from Global Address Book.
  9. Enter the username of the faculty/staff who is sponsoring this student club.
  10. Then click Continue.

2. Verify the information is correct. Then click Submit.

verify account information

3. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted
Visiting Scholar

1. Enter the Social Security Number of the user, then enter their First Name and Last Name. Lastly, enter their date of birth. Then click Next.

SSN, Name, DOB
  1. Enter the Social Security Number (SSN) of the user in the SSN and Confirm SSN fields.
  2. Enter the user's First Name and Last Name.
  3. Enter the user's Date of birth.
  4. Then click Next.

2. Fill out the user's details so a People Directory entry can be created for them. Then click Next.

Add Person to People Directory screen
  1. Enter the user's First Name.
  2. Enter the user's Last Name.
  3. Select the user's Gender.
  4. Select Other for Position Type Category.
  5. Select Visiting Scholar for the Position Type.
  6. Select the appropriate department from the drop-down menu.
  7. Select U99 - Unrepresented for the Collective Bargaining Unit.
  8. Enter all zeroes for the Position Number (i.e., 000-000-0000-000)
  9. Enter today's date as the Position start date. Note that this date does not need to be the user's actual first day; this is just the date when the account will be active.
  10. Enter the department's main extension as the Work Phone.
  11. Then click Continue.

3. Verify the information is correct. Then click Submit.

verify account information

4. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted
Volunteer

1. Enter the Social Security Number of the user, then enter their First Name and Last Name. Lastly, enter their date of birth. Then click Next.

SSN, Name, DOB
  1. Enter the Social Security Number (SSN) of the user in the SSN and Confirm SSN fields.
  2. Enter the user's First Name and Last Name.
  3. Enter the user's Date of birth.
  4. Then click Next.

2. Fill out the user's details so a People Directory entry can be created for them. Then click Next.

Add person to people directory screen
  1. Enter the user's First Name.
  2. Enter the user's Last Name.
  3. Select the user's Gender.
  4. Select Other for Position Type Category.
  5. Select Volunteer for the Position Type.
  6. Select the appropriate department from the drop-down menu.
  7. Select U99 - Unrepresented for the Collective Bargaining Unit.
  8. Enter all zeroes for the Position Number (i.e., 000-000-0000-000)
  9. Enter today's date as the Position start date. Note that this date does not need to be the user's actual first day; this is just the date when the account will be active.
  10. Enter the department's main extension as the Work Phone.
  11. Then click Continue.

3. Verify the information is correct. Then click Submit.

verify account information

4. You will receive an email confirmation that your request was submitted. Once the account has been created, you will receive an email with the username and password.

request submitted

Need More Help?

Contact the IT Help Desk at [email protected] or 657-278-7777.