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 get a sense of the process by reading through all the steps before initiating a new request

The HSC Department needing Redcap access for an affiliate user must first complete the Affiliate Request through “HR Reports”—a Human Resources interface on the world wide web. The request should come from the Dean or Department Chair, or at least from someone working in the Dean or Chair’s office.

For Main Campus Research Faculty  a request can be made at https://redcap.link/wwgu1zdj  fill in the form and the process will start.

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 for the processing of an HSC Net-ID for the individual

When HSC Central IT (Information Technology) has created the account, you will get an email from HSC.ID@Salud.unm.edu send to the affiliate users current email address with their new HSC Net-ID and a default password. You will have instructions on how to reset your password. If you have difficulty contact HSC IT Help Desk at 505-272-1694.

The time to get your HSC affiliate account can range from 2-10 days (about 1 and a half weeks). Please do a search in your email for HSC.ID@salud.unm.edu if you have not received your email within 10 days (about 1 and a half weeks).

Affiliate accounts are only good for 365 days. You will receive reminder emails at 30/15/7-2 days until 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. This is the same URL where the affiliate will need to renew their account prior to its expiration

        https://ctsc.health.unm.edu/apps/redcap/

2. Usually within 48 hours the affiliate will receive notification that their Redcap account has been created and provided the Redcap URL: https://rc.health.unm.edu/manage/

Account Renewals

1. Both the Banner Role and the Redcap account have expiration dates of one year. Redcap begins sending reminders to the user 3 weeks prior to expiration, and then several additional times until the account has been renewed or the expiration date has passed. 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 here: https://ctsc.health.unm.edu/apps/redcap/index.php?r=site/login

2. When the request-to-renew has been received, the Redcap account will be renewed for an additional year, usually within 48 hours. Banner Roles for affiliate users will also be renewed for an additional year.

3. If these steps have been followed and the affiliate user has problems logging in due to an unresolved expiration date, they can send a message to hsc-ctscredcap@salud.unm.edu for support. When writing for support, the troubleshooting process will be quicker if the user includes their Net-ID and Banner number in the email.