UCB Identities (Cal 1 Card, Calnet IDs)
This is the FAQ. See the Main Service Page for Basics.
If you have an LBL LDAP Username/Password or on onsite, please view the "inside" version of this document in the wiki.
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.
- LBL Employees and LBL Postdocs are eligible for these services. Please use the correct form.
FAQ and Instructions
UCB LBL Identity Management, Cal1 Card, Calnet ID, etc
Introduction
LBL and UCB have a pilot project in place to grant UCB Credentials (Cal1 ID Cards and Calnet Usernames/Passwords) to LBL employees who need to utilize UCB resources. Note that this project is unrelated to library access.
Now?
Yes, LBL Postdocs and other employees may apply for status as UCB affiliates through the LBL Helpdesk.
Great, where do I sign up?
After reading this page, fill out the appropriate forms at the bottom of the page. You must fill out either the postdoc or employee form PLUS the agreement form. That's two forms!
Precisely what are the steps in this process?
1. Fill out the appropriate form and agreement at the bottom of the page and return them by fax to the Calnet Coordinator (instructions on forms).
2. Your request will be entered based on helpdesk availability and load. It could take 7-14 days.
3. When your request is reviewed, you will either receive an email indicating that your application has been processed, or that you must first be released by another UCB Department (see What if I'm already a Non-Employee Affiliate of UCB or was previously? below )
4. 48 hours after you receive the email, you should be able to see yourself in the Calnet Directory found here: https://calnet.berkeley.edu/directory/
5. If it's been 48 hours AND you can see yourself in the Directory, you may go the UCB Cal 1 Card Office and receive a Cal 1 Card Cal 1 Card Office Info is here: http://services.housing.berkeley.edu/c1c/static/index.htm. The Cal 1 Card Office can provide you with your initial Calnet Username and Password as well. If for any reason they can't, next door to the Cal 1 Card office is UCB User and Account Services who can assist you. In addition, the LBL Helpdesk can provide initial passwords and resets.
You said something about Library Access?
While there are efforts to bring parity to LBL and UCB library resources, this project is not intended to solve that problem. For more information about those efforts, contact the LBL Library or your Division's Library Committee representative. Individuals with Non-Employee Calnet IDs will not be able to access the UCB Library Proxy Service and the Affiliate Cal 1 Cards cannot be used as library cards (though as an LBL employee, you are eligible for a guest borrower card as described on http://library.lbl.gov/ ) At the discretion of the UCB Library, Postdocs currently receive UCB online library services. Note that this is true across the board for UCB affiliates besides Postdocs and a very narrow category of visiting scholars which most LBL employees are not eligible for. You cannot "back door" access to the UCB library by following any other process.
What will this cost?
UCB charges us $25 each time they print an ID. This will be recharged to the Project ID you provide at signup. If you lose your card and need a new one, you will be recharged again. The charge is subject to modest escalation by UCB. LBL recovers only the exact fee charged by UCB to us.
Why do it this way instead of the old way of letting the UCB Department enter my information?
If you have your application processed through LBL, you will be eligible for a Cal 1 Card. If your application is processed through a UCB Department as an affiliate, you will not be eligible for a Cal 1 Card. In addition, those processed through LBL can be easily renewed through the LBL helpdesk, and any Calnet Password issues can also be managed by the helpdesk. In the future, LBL entered individuals may be eligible for other specially negotiated services.
Who is my faculty sponsor?
In the case of postdocs, you must have a faculty sponsor on campus. This person can be a joint appointed LBL/UCB faculty member. The sponsor need not be your day to day immediate supervisor, but it must be someone with whom you have a close and continuing research relationship. If you are a postdoc, but do not have a relationship which meets this definition, use the employee form instead.
If you are applying as an LBL employee (non-postdoc), you can name either a UCB staff or faculty member, or an LBL colleague who is already a UCB guest. Everyone must have a sponsor.
Why do you need to know where I work?
Actually, we don't need to know but UCB does. California provides additional funding for UCB for postdocs working in certain kinds of space. We provide this data back to UCB and they use it for that purpose (so it's very important that you give us correct information).
Current Affiliations
What is a Non-Employee Affiliate - How Do I know if I was/am one?
Non-employees at UCB are of a few different types. The most popular at LBL are DOE/LBL Postdoc and UCOP/Campus Affiliate. If you were previously one of these things, you must be released by your department first (see below). If you DID NOT receive a paycheck from UCB, and you had a Calnet ID but were not a student, you were an affiliate.
What if I'm already a Non-Employee Affiliate of UCB or was previously?
This makes things a little harder. In order for us to process your application and for you to be eligible for a Cal1 Card, you must first be "released" by the campus Department which created you. To do that, you need to get in contact with the UCB person who created you (typically the UCB Department HR administrator or possibly their business manager) and ask them to initiate a transfer, which UCB calls "Set the Alt ID". Here are words you need to say:
I need you to set the Alt ID in my Non Employee Record in HRMS to OALBL, with requester "012029273" (Art Pierce) so that I can move my nonemployee record to LBL's Org node.
Although you may have no idea what this means (we don't really either), trust us - you want to use those words exactly. Do not replace the requester or name with your name. Say the words exactly as they appear above!
What if the person at UCB says no?
You probably need to find out why and get in touch with the helpdesk.
Could something break when I do this?
Probably not, but maybe. That's why this is a pilot project. As far as we can tell, nothing should break when you move you from your UCB home dept. to the OALBL home department. But since there are many downstream dependencies that flow from the IDM system, we can't be sure. If something breaks, please let us know by opening a helpdesk ticket.
Other Stuff
What if I forgot my Calnet Username/Password?
To reset your username/password, either contact the LBL Helpdesk, or go in person to the UCB Account Services Desk next to the Cal 1 Card Office.
Is my LBNL LDAP Username/Password the same as my Calnet Username Password?
No, emphatically not!!! In fact, when you signed up, you swore you wouldn't use the same password for both, remember? Keep your two identities separate to minimize the chance of a cyber security problem.
I have my Calnet Username/Password, what can I do with it? See CalnetTips
Which Form Do I Fill Out?
Definitions:
Use the Postdoc Form only if you meet all three of these criteria:
1. You are not paid by UCB.
2. You have a formal, recognized postdoc position either at LBL or another institution but you are located at LBL.
3. You are "sponsored" by a UCB Faculty Member, meaning that the UCB Faculty Member (not staff member) works with you in your postdoc role - that is, you could be called a "UCB Faculty Sponsored Postdoc".
Use the Employee Form:
1. If you are any other kind of employee of Berkeley Lab or if you are a long-duration researcher guest at LBL who is basically an employee, but your funding comes from another institution (not UCB).
Forms
You need to fill out TWO forms. The agreement form and the employee or postdoc form.
Accessing the forms requires that you are either onsite, or have an LBL Login. The forms are at the bottom of the link:Forms>>
IT Help Desk
For technical support, please call the IT Help Desk at 486-4357 or go to the IT Help Desk Web site.
