UCB Identities (Cal 1 Card, Calnet IDs)
This is the Quick Reference Page for Campus Administrators. See the Main Service Page for Basics.
What you need to know
- LBL Help Desk can enter Affiliates (Postdoc and Other) into the UCB HR System, this leads to Calnet Username/Password and Cal 1 Card Access
- In most cases, UCB should no longer enter LBL employees/postdocs into HRMS, please send them to us.
- Both LBL Employees and LBL Postdocs are eligible for these services. Please use the correct form.
- If the person is a joint appointee (gets paid by UCB) or student, continue to enter them normally. This process only effects people who UCB views as nonemployee affiliates.
Specifically for Departmental Admins
Previously, campus administrators entered LBL employees into various guest categories. In addition, some LBL employees went through the VSPA process either as postdocs or visiting scholars. That process has been streamlined. The LBL Helpdesk can now enter these individuals on behalf of UCB directly into UCB HRMS and even reset their Calnet Passwords.
Once someone is entered by us (into the OALBL Org Node as either a Non Employee Postdoc or Non Employee Affiliate), they will become eligible for both Calnet and Cal 1 Card. The fee for the Cal 1 Card is charged to the LBL Project ID of the requester. Most other categories of non-employee affiliates at UCB are not eligible for Cal 1 Cards, so it's in everyone's interest to have LBL do the data entry.
In all cases, the person must already be in our HR system as either an employee or what we term a "participating guest." UCB Affiliate status is provided for participating guests only when their relationship to the Laboratory is of a close, continuing, and proximate nature.
In some cases, there may be a question about whether the person should be processed through the VSPA process or through the LBL process. In general, choose this based on the dominant funding relationship, or research relationship. If the person is really working on a UCB project, use the VSPA process. If the person is really working on an LBL project, use the LBL process. Remember, the person must already be in our HR system (HRIS) as an employee or participating guest to be eligible.
The Participating Guest Forms and Process are described here. Note that this is an LBL HR owned process, not an IT process.
A few edge scenarios:
1. Mary Researcher, who is joint appointed to Cal and LBL, invites Johnny Postdoc to work with her on an LBL project in UCB Space. Johnny's salary is paid by a third party foundation and the money doesn't flow through UCB or LBL. What to do: Johnny should be processed as a Participating Guest at LBL. Once he is in the HR system, he can apply for Cal Affiliate status as a postdoc. Explain the situation on the postdoc form.
2. Mary Researcher, who is joint appointed to Cal and LBL, invites Vera Visitingscholar to work with her on an LBL project in UCB Space. Vera's salary comes from her home institution and Vera does not qualify as a postdoc. What to do: Process Vera as a participaing guest at LBL. Once she is in the LBL HR system, she can apply for Cal Affiliate status as a regular affiliate. Send a cover letter explaining the close, continuing, and proximate research work when you send in the form.
3. Randy Researcher, who is a UCB Faculty Member and a Participating Guest at LBL, invites Vera Visitingscholar to work on a joint UCB/LBL project. She was formally invited by the UCB Faculty Member. Since Randy is not a joint appointee, Vera Visitingscholar should follow the normal UCB VSPA Visiting Scholar process. Vera can also be processed as a participating guest.
Please contact the Help Desk directly as below for answers to further questions. If you are absolutely sure you have a complicated-edge case policy question not answered above, you may contact adstone +at- lbl.gov
Glossary
HRMS: UCB HR System which feeds nonemployees to other campus systems.
HRIS: LBL HR System into which Guests and Employees are input
Participating Guest: LBL term for non-employee affiliate
NEE: UCB Abbreviation for Non Employee Affiliate
Calnet: UCB Identity System (Username/Password)
LBL LDAP: LBL Identity System (Username/Password)
Cal 1 Card: UCB ID Card
IT Help Desk
For technical support, please call the IT Help Desk at 486-4357 or go to the IT Help Desk Web site.
