Q. Someone affiliated with, but not employed by, our department needs library privileges. How do they get them?

Library privileges are determined by an individual’s appointment in Workday, the University’s system for personnel and financial management, so the hiring authority (HR Analyst) in your department will need to create an appointment for them.   

Before creating the appointment in Workday, we recommend considering which library privileges the user needs, and verifying that the Contingent Worker Type and Job Profile your department plans to use provides them. There are three Contingent Worker Job Profiles that confer library privileges to those who are not enrolled at or paid by the University:

1. Regular Affiliate (Non-Paid, Non-Worker): An Affiliate appointment is appropriate when the University wants to give limited services or document a shorter term relationship; consult this UHR page for additional details. If you are considering a Regular Affiliate, please be advised that this affiliate type only grants borrowing privileges for UMD Libraries, which many affiliates whose purpose is research do NOT find sufficient.  
2. Research Affiliate (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. It grants full library privileges, including borrowing privileges, off-campus access to e-resources, and interlibrary loan. 
3. Non-paid Faculty (Non-Paid Worker): A non-paid appointment is appropriate when the person has an ongoing or long term relationship with the University; consult this UHR page for specific examples and additional details. This appointment requires approval of the hiring authority. It grants full library privileges, including borrowing privileges, off-campus access to e-resources, and interlibrary loan.   

Additionally, when creating a Regular or Research affiliate appointment, your HR Analyst will need to assign Library Services (for borrowing privileges) and/or Library Online Databases (for e-resources and interlibrary loan) under Additional Job Classifications. By contrast, for non-paid appointments, Library Services and Library Online Databases are automatically assigned so no selection of services is needed.  

For more information, please consult the University’s Contingent Worker Job Aid (for information about services available to affiliates) and Create a Contingent Worker Job Aid