UC ANR Contingent Worker (CWR)

Frequently Asked Questions

A contingent worker is an affiliated employee with UC ANR who has need to use the UCPath system or other downstream systems that require a unique ID.  This may be systems such as email or AggieEnterprise. In any case, the affiliate is required to be entered into the UCPath system as a Contingent Worker with the appropriate review and approvals provided.  This is similar to the prior Affiliate Access process but is managed through the UCPath Center directly.

Contingent Worker types include:

Visiting Scholars, Affiliated Organization Employee (county employees), Contract or Consultant Workers, Affiliated Research Institute, UC Employee (different business unit), Student Volunteer, Temp Agency Staff, Research Fellow, Research Associate, Visiting Student-Res Undergraduate and Visiting Student Resident Graduate.

I’d like to obtain a ucanr.edu email address for an affiliate employee, for example, a county employee. Am I required to complete a Contingent Worker form?

Yes, for these requests, an employee must be established as a continent worker in UC Path (previously a temporary affiliate form, TAF). Requestors should complete the CW form and submit it to HR via email to humanresources@ucanr.edu or via a ServiceNow case. Once the worker is processed in UC Path, HR notifies the IT department for set up of the individuals email account.  

A contingent worker is needed to replace any prior temporary affiliate form (TAF) that were completed in the past. If unsure if one is already established, please contact humanresources@ucanr.edu.

Why are you collecting home address and date of birth?

The home address field is required as we need to have a mechanism to contact any individual affiliated with the university. Any affiliate utilizing UC systems is required to provide valid contact information similar to any employment/hiring process. Date of birth is being collected to validate that the contingent worker is being provided a unique ID, ensuring that employee name is not the only field utilized otherwise duplicate or merged records will occur. SSN is the only other field to verify a unique ID has been created and ANR has chosen not to utilize that as our mechanism, due to confidentiality concerns.  

Is the information being shared securely?

If the contingent worker enters their information on the form and directly loads the form into the BOX link provided, the data is secure.  Please do not upload the CWR to the ServiceNow case or ask the employee to share their personal details through email. The CWR form contains Personally Identifiable Information (PII) which should not be shared through these channels.

Why/When are the Patent and Oath documents required?

For more information on the Patent Agreement please see: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/patent-acknowledgment/

Workflow

Review below on the established form workflow.

1. UC ANR Initiator completes the Initiator Section of CWR form.
2. The form is routed for approval signatures, as appropriate
3. CWR Applicant fills out personal information on form and submits it directly to BOX with patent acknowledgement. Do not email CWR form back to Initiator. Upload should be made in Secure BOX Folder.
4. Initiator submits HR ServiceNow ticket at https://ucanr.service-now.com/esc as “Other HR Request” and informs HR completed forms have been uploaded to BOX.
5. HR Operations - Reviews request and justification and informs the Initiator if approved.
6. HR Operations - Submits request in UCPath, finalizes completions (patent), shares UCPath Employee ID and UCD Computing Account instructions with CWR/Supervisor.
7. Department - Coordinates with CWR to request appropriate access to secured systems.

Additional Instructions:

• End Date Required for ALL except CWR014 or CWR017
• Date of birth, home address, email: if EMPL ID exists, not required
• Name: The Name field references the name an employee uses, which can be different from their legal name (for example, a middle name that an employee goes by or a name that aligns with their gender identity).
• UC Patent: Review and returned signed form with completed CWR form: https://ucnet.universityofcalifornia.edu/wp-content/uploads/forms/pdf/upay-585.pdf
• Cybersecurity Expectations for Contractors: Review the UC ANR’s Cybersecurity Expectations document.A signed UC ANR CWR form by CWR Applicant serves as acknowledgement expectations.

Additional information can be found above in the CWR FAQs section or Visiting Scholar request form and FAQs