What is a Special Community Member(SCM)?
ASpecial CommunityMember(SCM)is anindividualwhoisnotanemployeeorstudentbutwho needsaccess to variousuniversityresourcesin order topartnerorcollaboratewiththeuniversityfor the benefit of the university.These university resources may include financial (i.e., software licenses), physical (i.e., building/room access), and/or technological components.A SCM istypically notpaidandonly needs access to resources on a temporary/assignment basis. Vendorsare notSCMsunlessthey have a contractual relationship with app requiringtechnology/accessto complete their work.This request/review process allows the university to monitor and ensure that access to the app community and our resources are being handed out and managed appropriately.
AllSCMsare required to have a completed background checkthat meets app’s standards.The only exception to this rule is a vendor with a special contractual relationship with app where the background check is completed by the vendor as outlined in the contract. Such vendorsincludeAramark, Sodexo,AimHireandthe Denver Art Museum (DAM).
Procedures for Entering a SCM:
Step 1:Background Checks
The potentialSCMmust have acompletedbackground checkon filePRIORtosubmittingthe workflow request.If a potential SCM does not have a background check on file,the sponsorwill need to initiate one for them. Once it iscompletedandapproved, the sponsor can enter the SCM for approval in the workflow.
To initiate background checks,the sponsorwill need HireRight access.If you do not have access, check with your Business Officer to see if they can initiate the background check.If not, you can request accessto HireRight:
Step 2:Enter the SCM’s Information into Workflow
The SCM process is completed via a workflow in . On the left, scroll down to Pages>Employee Resources>Administrative Resources & Processes>Special Community Members and Volunteers, or type Special Community Member into the search bar and select the Administrative Resources & Processes page:
Select SCM form or Volunteer Faculty Hire, depending on your needs.
After you click on the link you will be directed to the SCM Page in myWeb (note: you can also check on the status of pending requests here):
You will be prompted to enter the user's app ID and select the appropriate Action: "Request Access", “Renew Existing Access”, or "Remove Access"
NOTE: The ID is created during the background check process which is required prior to submitting the workflow. If the SCM is an approved vendor (Aramark, Sodexo, Follett,AimHire) select ‘Pre-Approved Vendor (without app ID)’. All other vendors must have a background check.
If this is a pre-approved vendor without a app ID select ‘check this box if this is a pre-approved vendor without a app ID’ and select which Vendor>Next:
Enter in the SCM's personal email. Be careful to spell their personal email correctly as login information will be sent here. Select the Special Community Member (SCM) group and home organization that this individual falls under (note: you can modify the assigned access):
Note: Access will be allocated based on the type of SCM group chosen and the items selected:
Reason for Requesting SCM Status/Access for Individual:
You must enter a comment in the “Reason for Requesting SCM Status/Access for Individual” text box that appears above the “Review and Confirm” button. This explanation needs to detail what the individual will be doing for the department/university and why they require access to university resources. This description will be used in the review and approval process for the request. If an explanation is not entered, the request will be returned.
Review and confirm:
This request willbe routedthroughthe appropriateworkflowapprovals(Division Head/BusinessOfficer, Exec. Approval, Library, etc.)
Note: The Division Head/ Budget Officer is decided based on the Home Organization of the SCM selected during the request in the SCM form.
Step 3: Notifications
The SCM will receive a confirmation to their personal email once the access is approved. Theappsponsor andDivision Approver will also receive a confirmation message.
FAQs
When is a new background check needed?
SCM background checks arecomparableto requirements for employee background checks. A new background check is needed anytime there is a gap in access/activity 90 days or greater,see
How long is SCM access granted for?
SCMaccess is automatically provisioned for oneyear fromtherequest date, unless noted otherwise. At the time of renewal, a renewal request must come from the SCM sponsor.SCMscannotrequest an extension on their own behalf.
What is the process for extending SCM access?
The sponsor can request to renew access for a SCM if the SCM’s access has recently expired within the past 90 days. This will be completed via the workflow:
SCMs cannot request extensions on their own behalf. The request must come from a app employee sponsor.
Who receives login instructions and who gets notified when an SCM expires?
The SCM and theSCM sponsor will both receive the email communication withinitialinstructions forlogin, approximately 24 hours after approved.The SCMand sponsorwill receive a notification messagestatingthat theSCMaccount is set to expire around the time of renewal.
What happens when SCM access is not extended?
Access will automatically be set to expire 90 daysafterthe final last active date.This means a new background will be needed as wellif the SCM is not active for 90 days.
How can I renew a SCM from the pastif they arenot currently set up as an SCM?
If it has been outside of the 90-day time framesince the person was last active, a new background checkand a new SCM submission requestwill berequired.
Dofaculty teaching on a volunteer basis need to be set up as SCMs?
Yes. Volunteer Faculty fall under the heading of SCM.The workflow includes Volunteer Faculty as an option.
Do student workers need to be set up as SCMs?
No,studentsshould not be SCMs. Ifastudentemployeeneeds updatedaccess,they should have their supervisorsubmita ticket with IT viasupport@du.eduto update their access.Otherwise, students should have the necessary access needed for their role.
Note: Specific shared driveaccess can be requested via a ticket with IT, and the request must come from the appemployeesponsor. Sponsors must indicate the full path of the Shared Drive intherequest, and the app ID# of the person who needs access to the drive. For example,“Please proveJohn Smith,87...,with access todrive\\shares.du.edu\divisions\admissions\communication”
How can I add a SCM to a Departmental Email or File Share?
Please email support@du.edu to open up a ticket with IT to request departmental email access or file share access for a Special Community Member. These requests should be separate tickets; one request per ticket.
Specific shared drive access can be requested via a ticket with IT, and the request must come from the app employee sponsor. Sponsors must indicate the full path of the Shared Drive in the request, and the app ID# of the person who needs access to the drive. For example, “Please prove John Smith, 87..., with access to drive\\shares.du.edu\divisions\admissions\communication”
Can SCMs get Adobe Creative Cloud access?
Yes, visit for more information on requesting Creative Cloud for existing SCMs. As of December 2021, all new Special Community Members have a checkbox option to select Adobe Creative Cloud at the time of account creation.
Questions?
Contact eas@du.eduwith any questions regarding access or status.
ContactcontactUFS@du.edu for any questions related to background checks.