How to Add Affiliations for Former Student Employees

Under current policy, WSU retains all students' Microsoft 365 license for up to 400 days following the final day of your most recently completed term. This license is maintained in the background and does not guarantee continued access during that entire period, as access is separately limited based on affiliation and separation dates.

As a general rule, former student employees may receive up to 30 days of Microsoft 365 access after their affiliation ends. However, this additional 30-day access period only applies within the 400-day license eligibility window tied to the student's academic record. Please review the table below for additional guidance:

 Departments may provide extended Microsoft 365 access for former students with a history of employment. This extension should only be provided to accommodate academic, programmatic, or business needs at the discretion of individual departments.

Table of Contents

New Affiliate Code

Departments may apply the following affiliate code to allow extended Microsoft 365 access for former student employees on an exception basis:

Please note the following:

• This code places users into a licensing group that assigns a Microsoft A3 license. The Microsoft A3 license is only assigned if a higher-priority license is not available via other affiliate codes.

• This code is to be used in addition to existing affiliate codes. Departments should continue to apply all other appropriate codes for additional service access.

  • Please refer to the myWSU Affiliation List for a complete list of all available affiliate codes.

• Microsoft 365 access provided through this code is temporary. An expiration date will be determined and communicated once finalized.

Eligibility

Departments may assign the new affiliate code only to former students with a history of employment. This designation is intended primarily for former graduate and professional students.

Departments should apply the code only when there is a clear, documented business need for continued Microsoft 365 access. Departments are encouraged to take action for eligible former students in advance of Microsoft 365 access removal timelines.

How to Add Affiliations for a User

Before an affiliation can be added, the person record associated with the ID must have a Date of Birth and a personal email address associated with it. 

To add or update an affiliation code, there are just a few easy steps to follow:

1. Navigate to Main Menu> Campus Community> Affiliation> Add/Update Affiliations

2. Enter the EMPL ID (9 digit) and SEARCH

3. Once in the tool, this is the view:

Enter your ID, if there are already affiliations associated with the ID you will see the next view. With that view simply use the Add button to add a new row and make an update.



If there are no affiliates on the ID you will see this-

Select the Add A New Value button

Click on the Add button, then Add Affiliation Code.

That will bring you to the table to be updated.

Use the looking glass to find the Affiliate code(s) that is the most appropriate for this individual.

After selecting the affiliation, enter a start date and an end date. These dates define how long the affiliation remains active on the account. The start date should be the day the affiliation is added or a future date; backdating the start date is not recommended. Then, update the Descriptor to Active.

Once all the appropriate fields have been updated, be sure to save your changes.

To request for access to add affiliates, or for any general questions, please navigate to the Crimson Service Desk portal at crimsonservicedesk.wsu.edu, or email crimsonservicedesk@wsu.edu