Affiliations and Entitlements

Purpose

This guideline is intended to set forth the different types of primary affiliations used on campus and what entitlements are granted to each affiliation type.

The California State University Chancellor's Office, along with other sources, funds the campus in part by providing various application licensing for individuals based on their job title, role, or student status. The Information Technology Services department automatically allocates these resources based on the individual's relationship with the campus via their identity access management system (IAM) MyID.

Restrictions or other encumberments around entitlements may be governed by contractual agreements with vendors, campus policies or procedures, funding sources, grants, and other application administration standards.

Definition

Affiliation 鈥� A category of user based upon the person鈥檚 role with the campus. Examples include alumni, students, staff, or facility.

Primary Affiliation 鈥� A user may have multiple roles with the campus. The primary affiliation is the most pertinent role. For example, a staff member may have graduated from CSUB in the past; that person's role as alumni would still be associated with their account, but their primary affiliation would be staff.

Entitlement - A resource granted to a person as part of their affiliation. These include software licenses, cloud applications, and security group memberships or privileges.

Scope

This guideline applies to the following:

All campus departments 鈥� whether auxiliaries or stateside.
All employees, students, consultants, vendors, or persons of interest who have accounts in the campus identity access management system.

Affiliation	Primary Affiliation	Entitlement
Student	Assigned - After completing Intent to Enroll Revoked - After graduation or 3 years of no enrollment or activity	MyCSUB, O365 - A3, Zoom, ChatGPT
Staff	Assigned - Active job Revoked - At the point of termination or retirement	MyHR, O365 - A3, Zoom, Adobe Sign, ChatGPT
Faculty	Assigned - Once employed Revoked - One year after resignation or retirement	MyCSUB, MyHR, O365 - A3, Zoom, Adobe Sign, ChatGPT
Alumni	Assigned - Degree conferred date Revoked - Account expires 3 years after graduation	MyCSUB, O365 - A3 (for up to 3 years after graduation)
Applicant	Assigned - Upon applying to CSU Revoked - 3 years with no activity after application	MyCSUB
Emeritus	Assigned - When assigned by HR Revoked - Never	O365 - A1
FERP	Assigned - When assigned by HR Revoked - When eligibility date has passed	O365 - A3

Exceptions

Granting an entitlement outside of these guidelines may be made at the written discretion of the Chief Information Officer or Information Security Officer. Requests for exceptions must be made in writing by the department head. The department head must agree to fund the annual exception paid to the Information Technology Services department before the exception is granted.

FAQ

How do I request an additional license?

You can request one using the .

How much are additional licenses?

Microsoft Copilot $400 Annually
Microsoft O365 A3 $75 Annually

Why do we limit who gets licenses?

Licenses for funding come from the Chancellor's office. They have qualifications for whom they provide licenses to.