Affiliations and Entitlements

Purpose

This guideline is intended to set forth the different types of primary affiliations used on campus and what entitlements are granted to each affiliation type.   

The California State University Chancellor's Office, along with other sources, funds the campus in part by providing various application licensing for individuals based on their job title, role, or student status. The Information Technology Services department automatically allocates these resources based on the individual's relationship with the campus via their identity access management system (IAM) MyID.

Restrictions or other encumberments around entitlements may be governed by contractual agreements with vendors, campus policies or procedures, funding sources, grants, and other application administration standards.

Definition

Affiliation – A category of user based upon the person’s role with the campus.  Examples include alumni, students, staff, or facility.

Primary Affiliation – A user may have multiple roles with the campus. The primary affiliation is the most pertinent role. For example, a staff member may have graduated from CSUB in the past; that person's role as alumni would still be associated with their account, but their primary affiliation would be staff.

Entitlement - A resource granted to a person as part of their affiliation. These include software licenses, cloud applications, and security group memberships or privileges.

Scope

This guideline applies to the following: 

  • All campus departments – whether auxiliaries or stateside.
  • All employees, students, consultants, vendors, or persons of interest who have accounts in the campus identity access management system.
Affiliation Primary Affiliation Entitlement
Student Assigned - After completing Intent to Enroll
Revoked - After graduation or 3 years of no enrollment or activity		 MyCSUB, O365 - A3, Zoom, ChatGPT
Staff Assigned - Active job
Revoked - At the point of termination or retirement		 MyHR, O365 - A3, Zoom, Adobe Sign, ChatGPT
Faculty Assigned - Once employed
Revoked - One year after resignation or retirement		 MyCSUB, MyHR, O365 - A3, Zoom, Adobe Sign, ChatGPT
Alumni Assigned - Degree conferred date
Revoked - Account expires 3 years after graduation		 MyCSUB, O365 - A3
(for up to 3 years after graduation)
Applicant Assigned - Upon applying to CSU
Revoked - 3 years with no activity after application		 MyCSUB
Emeritus Assigned - When assigned by HR
Revoked - Never		 O365 - A1
FERP Assigned - When assigned by HR
Revoked - When eligibility date has passed		 O365 - A3

 

 

 

Exceptions

Granting an entitlement outside of these guidelines may be made at the written discretion of the Chief Information Officer or Information Security Officer. Requests for exceptions must be made in writing by the department head.  The department head must agree to fund the annual exception paid to the Information Technology Services department before the exception is granted. 

FAQ

You can request one using the ServiceNow request form.
  • Microsoft Copilot $400 Annually
  • Microsoft O365 A3 $75 Annually

Licenses for funding come from the Chancellor's office. They have qualifications for whom they provide licenses to.