Affiliations

Affiliation information in the Person Registry is a deeply structured set of information all relating to a specific relationship one has with the University. It consists of data that describes the affiliation itself as well as instances of other data types -- phones, addresses, etc. -- that can be associated with an individual affiliation. This document discusses only the descriptive affiliation data.

Parts of an Affiliation

Each affiliation in the Registry is stored as a single row in the affiliation table of the Person Registry database. An affiliation consists of these parts:

Organization

Coded value to indicate the larger organization to which an affiliation belongs. Currently the Person Registry supports just two organizations:

• stanford -- Stanford University as a whole, including all schools and divisions (including SLAC).
• sumc -- Stanford University Medical Center, including the Stanford Hospital and Clinics plus the Lucille Packard Children's Hospital.

Type of Affiliation and Qualifier

Coded value indicating a specific relationship to the University, as Faculty, Staff, Student or Affiliate, with optional qualifier to indicate subsets of those populations. See Affiliations Types and Qualifiers.

Affiliation/qualifier text

Expanded, display form of the coded affiliation and qualifier, from the affiliation_code metadata table.

Effective date

The date an affiliation became effective. This is data about the affiliation itself and should indicate the date the source system has for the start of an affiliation. It is not an effective-dating mechanism to control the affiliation within the Person Registry.

Until date

The date an affiliation ends in terms meaningful to the source. This is data about the affiliation itself, not an end-dating mechanism to control the affiliation within the Person Registry. Faculty and staff are typically continuing employment until terminated. PeopleSoft/HR does not send until_dates for any employees, including fixed term. For active students this indicates the end date of their current enrollment/registration; for recent students it indicates the end of the 5-year definition for "recent" student privileges.

Department regid

The organizational regid, from the Organization Registry, for the department or other organizational unit to which the affiliation belongs. Occurs only for Stanford University (not SUMC) organizations. Incoming document should declare an explicit adminid or acadid in the <organization> sub-element in <affiliation>. The lookup to the Organization Registry should be for identifiers of type adminid, acadid or xacadid (prior acadid assignment) respectively to find the corresponding organization's regid.

Department code

If a department is identified by a coded value on input, that value is remembered here, whether it resolves to an Organization Registry reference or not.

Department Name

The department or organizational name. technically it is optional if the source specifies a known organization via a regid or code, since we want to use the organization registry as to determine any current organization name. A stored organizational name is only functionally required when the source (e.g., Hospital) provides a local (to the source) code and name not known to the Registry. In practice however we store a department name in the affiliation row for all affiliation, primarily for DataAdmin or other data-analysis convenience.

Description

Descriptive text to supplement or summarize the affiliation. For faculty and staff this contains the person's job title -- their preferred title if present else JCC job title:

• Preferred title in affiliation_extension, type_cd='jobtitle'
• JCC (job class code) derived title is in affiliation_extension, type_cd='code'

For students it's a value derived from their career/plan information: