Q. An employee or affiliate in my department needs library privileges, but is reporting that they do not have (or cannot access their) library account. How can I help them?

Because library privileges are determined by an individual’s appointment in Workday, reported issues with library accounts are usually due to one of the following: 

• Appointment has not yet been set up in Workday
• Appointment has not yet been approved at all levels 
• Appointment has expired and/or a new appointment has not yet begun 
• Appointment type (i.e., the Employee or Contingent Worker Type) does not confer borrowing or full library privileges 
• Library Services or Library Online Databases were not assigned as part of the appointment under the Additional Job Classification Field

Of these, the most common issue is that the individual’s current Contingent Worker type, usually “Regular Affiliate”, does not confer full library privileges. If the individual in question needs off-campus access to e-resources and/or interlibrary loan, their appointment may need to be changed in Workday to one of the following: 

1. Research Affiliate (a type of Non-Paid, Non-Worker): This appointment requires a formal Memo of Understanding between the University and a non-university agency or organization and sponsorship by the VP of Research.   
2. Non-paid Faculty (a type of Non-Paid Worker): A non-paid appointment is appropriate when a person who is not being paid by the university has an ongoing or long term relationship with the University; please consult this UHR page for specific examples and additional details. This appointment requires approval of the hiring authority.

HR Analysts can aid the employee or affiliate in question by: 

1. Look up their Worker profile in Workday, and go to Summary.
2. Under Job details, verify their Employee Type (or Contingent Worker Type and Business Title). Is it one that grants the library privileges that they need? 
   1. If not, you will need to use “Change Job” in Workday to modify the Contingent Worker Type and Profile. Once the change is made and approved in Workday, the individual’s library account should update within 1-2 business days.
3. Under Job details, verify their appointment’s start and end dates. Is it active? 
   1. If it hasn’t started, please advise. The employee or affiliate will not receive library privileges until the appointment begins.   
   2. If it has ended, please advise. A new appointment can be created, if warranted, and library privileges will resume once the new appointment begins. 
4. Verify approvals. Has the appointment been approved at all levels yet? 
   1. If the appointment is still pending final approval, please advise. The employee or affiliate will not receive library privileges until final approval has been received.  
5. For Affiliates only: Verify if additional services were assigned under Additional Job Classification. 
   1. This can be done by running the Audit for Multiple Job Classifications in Same Group report (select Contingent Workers). 
   2. For Regular Affiliates: if Library Services is not listed, use Change Job to add it. (Note: Library Online Databases are not an option for Regular Affiliates. If they need it, you need to change their worker type and profile -- see #2 above) 
   3. For Research Affiliates: if either/both Library Services and Library Online Databases are not listed, use Change Job to add them.  
6. If the answers to all of the questions above are YES, please provide the following to the employee/affiliate to share with the Libraries for additional troubleshooting/resolution:
   1. Workday Job Details (we recommend using the Export/Print PDF option, limited only to Summary >> Job Details) 
   2. A screenshot or other excerpt of their entry in the Audit for Multiple Job Classifications in Same Group report