Help Desk - Determining a User's Affiliation with UW-Madison
Often, the easiest way to determine a customer's affiliation is by asking them. However, some customers (such as UW Medical Foundation, Lifelong Learners, or SpecPop/SpecAuth) may not know their exact affiliation. Furthermore, a customer may have multiple affiliations (such as UW Hospital and Clinical Instructor for the Department of Surgery). If a customer has a dual appointment with one affiliation being a UW-Madison affiliation, you must treat their affiliation as a UW-Madison Fac/Staff/Student. If a customer is ever unsure, double check below to determine their affiliation.
Applicants
Applicants will have Yes next to one of the Applicant views in their NetID Utility result.
Click here to jump to the recovery procedure.
Current Students
Current Students will have Yes next to Student View in Portal in their NetID Utility result.
Click here to jump to the recovery procedure.
Current Faculty/Staff
Current Faculty/Staff will have Cost Center, Title, Begin Date, Employee Category, and Supervisory Organization (SupOrg) information in their NetID Utility result.
Legacy NetID Utility:
Current Faculty/Staff will have a Title, Department, and a UDDS code in their NetID utility result.
Click here to jump to the recovery procedure.
Former Students
Former Students will have Yes listed next to Former Student View in Portal in their NetID Utility result.
Click here to jump to the recovery procedure.
Former Faculty/Staff
Former Fac/Staff will have Yes next to their Former Appointment View in Portal result in the NetID Utility.
Click here to jump to the recovery procedure.
UW Division of Extension
UW-Madison now incorporates some of the branches of UW-Madison Division of Extension. These users can be identified with this flag in WiscIT.
Click here to jump to the recovery procedure.
Lifelong Learners (L3)
Lifelong Learners have been asked to identify themselves as such. They should have the L3 flag in Cherwell (if they just registered for an L3 course today, they will likely not show up in Cherwell nor will they have the L3 flag yet).
Lifelong Learners are people who need continuing credits or certifications usually (such as Doctors, Pharmacists, Engineers, etc). Common courses are Master Gardeners, Human Trafficking 101, Building Code Refreshers, and more! Important to keep in mind: the Lifelong Learner programs are very decentralized continuing studies programs, administered independently by various programs. (See Lifelong Learners (L3) - Program Contacts)
If you cannot determine they are a Learner from either of the above, check the tool to find them: CSIS Support Lookup (requires WiscVPN connection).
Click here to jump to the recovery procedure.
UW Medical Foundation (UWMF)
Although technically a division of UW Health, UWMF still retains access to NetIDs (unlike normal UW Health/Hospital Employees).
You can determine if a user is with UWMF if their UDDS code in the NetID utility is A510202.
Click here to jump to the recovery procedure.
Wisconsin Historical Society (WHS)
Wisconsin Historical Society users will have an @wisconsinhistory.org email listed in the Demographic Information section under the "Email Address" field.
Legacy NetID Utility:
Wisconsin Historical Society users will have a @wisconsinhistory.org email listed in their Microsoft 365 email addresses.
Click here to jump to the recovery procedure.
UW Hospital
UW Hospital/UW Health employees will have an @uwhealth.org email listed in the Demographic Information section under the "Email Address" field.
Legacy NetID Utility:
UW Hospital/UW Health employees can be identified by their UDDS code in the NetID utility. All UW Health/Hospital Employees will have a UDDS code of A516302.
Users may identify themselves as a UW Hospital or UW Health employee when they actually work with UW Medical Foundation or with a UW-Madison Department. If they have a UW-Madison Department and Title (such as Department of Medicine, Surgery, etc), use Current Fac/Staff. If they have no Title or Department, see the UWMF drop down.
Click here to jump to the recovery procedure.
Other
Other special users may have differing affiliation that is not listed above. Some of these special users are:
- Online non-credit course
- Special Student/Continuing
- Taking training for a job
- Canvas Guest Accounts (such as external professors helping a UW Professor)
Typically these special users have SpecAuth or SpecPop affiliation.
Determining SpecPop (also know as a NetID Created through Manifest Invitation)
If a user account is SpecPop, the Specpop Group Membership field will display a green "Yes".
Legacy NetID Utility:
First, have HDQA check the Manifest Lookup Tool in the Support Tools tab of the KB (HDQA - Using the Manifest Lookup Help Desk Tools). Users who have NetIDs created through Manifest Invitation will be a member of etc and will have NetIDs Created by Invitation within etc. An example of a Manifest Created NetID is below. This is also a Canvas Guest Account.
Determining SpecAuth
If a user account is SpecAuth, the Specauth Group Membership field will display a green "Yes".
Legacy NetID Utility:
SpecAuth affiliation is the hardest affiliation to determine. HDQA and FTEs have access to the NetID Eligibility Tool. However, if you think someone is SpecAuth, reach out to HDQA or the HDL1 Team Lead to check affiliation using this tool. Users in this tool will have a "NetID Spec Auth Eligibility" entry.
If it is outside business hours, or someone from HDQA or the HDL1 Team Lead are not available, you may be able to determine SpecAuth status by the following:
- The customer has a UDDS code (that is not A516302 [UW Hospital] or A510202 [UWMF])
- The customer has no Title or Department listed
- The customer has "No" listed next to Former Appointment View in the NetID Utility
- The customer has no EmplID listed for their record in the NetID Utility
Click here to jump to the recovery procedure for SpecAuth/SpecPop.
Still Undetermined Affiliation
If you still cannot determine affiliation from one of the above, have HDQA look them up in the NetID Lookup Tool. If they appear there with a non-UW Madison email (i.e., a Gmail address), follow the procedure for Lifelong Learners when recovering their NetID or verifying identity. This should only be used if you absolutely cannot determine affiliation from one of the above methods.
