<p> Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePD</p><p>Table of Contents</p><p>Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePD</p><p>Summary Non-UCSD employees may occasionally need to be added to Coeus records as PI’s, Co-PI’s or granted other Coeus system access roles. This document addresses the procedures for creating a department sponsored affiliate account for a non-UCSD employees. This procedure will be used to handle proposals in ePD when the PI is not yet a UCSD employee, e.g. transfer proposals.</p><p>Change History Version Date Summary of changes (mm/dd/yyyy) 1.0 03/05/2014 Drafted by Pamela 1.1 03/05/2014 Bea Dormoy 1.2 03/03/2014 Pamela Alexander 1.3 03/07/2014 Pamela Alexander 1.4 03/07/2014 Jason DeFay 1.5 03/11/2014 Bea Dormoy</p><p>Objective The objective of this document is to describe the process for adding a non-UCSD employee to Coeus. Once a non-Employee has been added to Coeus, they can be added to proposal records, be included in routing, certify, etc. Non-employees are added to transfer proposals as investigators and may also be assigned various system access roles (e.g. Proposal Creator, Proposal Manager, etc.).</p><p>Procedure For a general description of the ACT policies and procedures for granting access to UCSD business systems to non-UCSD employees, please see https://altng.ucsd.edu/extras/affiliates.html</p><p>1) In order to add a “non-UCSD employee” to Coeus, the requesting department will: </p><p> Contact the Department Security Administrator (DSA) in the lead department, or in the home department where the individual will be employed, and request they create a department sponsored affiliate account for the non-UCSD employee;</p><p> Provide all information about the non-UCSD employee PI to the sponsoring department DSA;</p><p>3 | P a g e Adding non-UCSD Employees to Coeus ePD SOP Approved 04/14/2014  Advise the non-UCSD employee PI that he/she will receive an email which will include a username and a temporary password and once they receive the information they will need to log into ePD</p><p>2) The DSA in the sponsoring department will:</p><p> Create an affiliate account for the individual using UCSD’s MyAffiliates application: https://myaffiliates.ucsd.edu</p><p> Fill out the Data Steward Authorization Form Request and obtain all required departmental signatures.</p><p> Send a copy of the completed form to the ePD Help Desk ([email protected]). </p><p>3) The ePD Help Desk will:</p><p> Review/approve the form with one of the Coeus Data Stewards. </p><p> Send the approved form to ACT Access team </p><p>4) The ACT Access Team will:</p><p> Review/approve the form</p><p> Promote the affiliate account to a department sponsored affiliate account</p><p> Inform the sponsoring department and ePD Help Desk when account creation is complete</p><p>5) The requesting department will:</p><p> Contact the non-UCSD Employee and provide them:</p><p> i. The URL of the appropriate Coeus Lite (ePD) instance</p><p> ii. Ask them to log in using their new affiliate account User ID and password</p><p> iii. Ask the user to confirm that they were able to successfully log in</p><p>6) Once all of the above steps have been completed, the non-UCSD employee will be able to be added to any Coeus record (e.g. investigator tab in the ePD system). </p><p>7) If the department sponsoring the affiliate account wishes to grant Coeus roles to the user, they may do so by submitting an ALTNG access request</p><p>Training Requirements *Coeus ePD Lite training Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePD</p><p>*Note: Subject to change once training sessions are updated and finalized</p><p>Associated Documents Name of Document Location of Document ePD Lite training Manual http://</p><p>5 | P a g e Adding non-UCSD Employees to Coeus ePD SOP Approved 04/14/2014 Approvals via email Date Physics Karen Andrews 3/20/2014 MPL Anne Footer 3/20/2014 SDSC Alma Palazzolo 3/20/2014 Neurosciences Patti Camacho 3/20/2014 eRAP Operations Pamela Alexander 4/14/2014</p>