Each time you need to process a new affiliate (formerly called “participating guest”), either you or your administrative support person should take these steps:
- Log into the Affiliate Initiation Web Form on the Affiliate Processing webpage (under “A” in the A – Z directory), click the button for the web form and sign in using your LDAP user name and password. Enter your affiliate’s name, email address, host name and designee name if applicable and then click “Create Registration Entry” The Affiliate Registry will automatically send an email to you and the affiliate with the subject line “Affiliate Registry Host Data Request,” which will include a personalized link to an Affiliate Registry Form (ARF). If you wish to have your administrative assistant complete the Affiliate Registry Form, forward the email to him/her.
- Both you and the affiliate can complete your respective sections of the form simultaneously. All required fields indicated in red must be completed before the form can be submitted. (Note that affiliates will only see the portion of the form they need to complete, while you will see the entire form.)
- When the affiliate submits the form, you will receive an email notice with a link to the completed form. Review the information entered by the affiliate to ensure accuracy, make sure you have entered all information required from the host, then click “Submit.”
- Under the new process, hosts are responsible for obtaining required (if any) Division approvals. Click the “Submit” button to confirm that you have taken this step.
Once you click “Submit,” the Affiliate Specialist will complete the processing and send the affiliate a confirmation letter with instructions on required training, with a copy to you. The Affiliate Specialist will greet the affiliate on arrival in 65A and quickly handle badging and any remaining training, so that the affiliate can report to you and start working immediately.
Please send your feedback and questions on the new process to affiliate@lbl.gov.
