HSC Affiliate Account Process 

An “Affiliate” account can be created for individuals working with HSC employees on Redcap projects. Typically, these are professionals from other institutions who require direct access to a specific project or projects in order to perform data entry or assist with setting up a Redcap project. These users are not granted permission to create their own projects but may be allowed to assist in the building of specific projects. Permissions are granted at the individual project level by the HSC employee who created the project. Typically affiliate users are doing data entry, however an affiliate from another institution who has Redcap experience may be allowed to help build an existing Redcap project. Please utilize the following information to help you process and track users on your project requiring Affiliate credentials. 

Are you an Affiliate?

• Main campus Research Faculty
• Individuals from UNM Main campus and other institutions who are working on an HSC research project or a multi-site study and require the ability to directly create or modify records in a single Redcap project hosted on the CTSC Redcap application.

Affiliate users must possess the following, in order to use the CTSC instance of Redcap:

1. A Banner Record number
2. A Banner role privilege to access Redcap
3. An active HSC Net-ID/password
4. An active Redcap Account

Instructions for Initiating an Affiliate Account

Please review the process by reading through all the steps before initiating a new request.

UNM Main campus HR is the department that manages vetting and approval of HSC affiliate accounts. Once an affiliate account is granted, HSC Net ID credentials are provided, which are needed to go through the new account request process for permissions to our research instance of REDCap.  

To initiate an affiliate account request, an active member of the HSC needs to log into HR Reports, then follow the subsequent steps after selecting the “Affiliate Report” tile. The person you are filling out the form for will need to be associated with your REDCap project and they will not receive permissions to copy or create projects on their own.

 The Affiliate Request Form will ask for the following information about the new affiliate user:

1. First, Last and Middle names
2. Social Security Number/banner ID if you are Main Campus
3. Date of Birth
4. Gender
5. Email address
6. Phone Number
7. Street address
8. City, State and Zip Code

Once the application has been approved, Human Resources will:

1. Create a new Banner Record and establish a Banner ID for the individual, if required (not necessary for existing main-campus employees)
2. Add the new user to the AFIL_REDCAP_HSC Banner role with an expiration date of ONE year
3. Send this information to HSC Information Technology team for creating an HSC Net-ID for the individual

Then the HSC Requester will:

When HSC Central IT (Information Technology) has created the account, the HSC person who submitted the request will get an email from HSC.ID@Salud.unm.edu with the information. 

The HSC Requestor will then need to send the affiliate user their new HSC Net-ID and a default password.  Additional instructions on how to reset the password will be included. For questions or help at this point, contact HSC IT Help Desk at 505-272-1694.

Affiliate Account FAQ

The timeframe to get an HSC affiliate account can range from 2-10 days. Please do a search in your email for HSC.ID@salud.unm.edu if you have not received your notificaton within 10 days of submitting your request.

Affiliate accounts are active for 365 days. You will receive reminder emails at 30 / 15 / 7 and 2 days prior to expiration. The emails should be from HSC.ID@salud.unm.edu

The affiliate’s credentials will only be active after they have logged in and changed their password.These credentials need to be remembered for logging in to HSC resources.

Additionally, the individual should keep their Banner ID number in a safe place in the event they need to contact IT for a password reset.

Access to REDCap

1. Once the affiliate has received their Net-ID and changed their password, they can log in and request a Redcap account using the Redcap Account Request Form.    
2. Usually within 48 hours the affiliate will receive notification that their Redcap account has been created and provided the Redcap URL

Account Renewals 

1. Affiliate account will expire in one year. The REDCap account will not expire but you will not be able to access REDCap with an expired affiliate account.  Affiliate users should check their spam folders occasionally for these messages. To renew Redcap, the user should click the “Renewal” option on the Redcap Account Request Form.

2. If your HSC affiliate account expires complete this form and once it is verified that you are still an active member of the project you will be updated for another year.  

3. If these steps have been followed and the affiliate user has problems logging in due to an unresolved expiration date, send a message to the CTSC REDCap Tech Support team at hsc-ctscredcap@salud.unm.edu
   • Be sure to includes the affiliate Net-ID and Banner number in the email.