Understanding Virginia Tech Affiliations


An affiliation describes an individual’s connection or association with the university.

Affiliations are programmatically derived or assigned based on the information present in the electronic system about the individual. (Ex: The creation of a student record for an individual will trigger the assignment of the vt-student affiliation.)

Affiliations can, and usually do, change over time based on an individual’s ongoing interactions with Virginia Tech.
(Ex: A student (vt- student-enrolled) graduates and becomes an alumnus (vt-alum) of Virginia Tech. An employee (vt-employee) retires (vt-employee-retiree) from Virginia Tech.)

Affiliations are updated in near real-time as information about an individual changes in Virginia Tech’s electronic system.

Individuals almost always have multiple affiliations.

Some affiliations are hierarchical. This enables broader or more granular categorization of individuals. (Ex: Only wage employees (vt-employee-wage) need to access online Form A, but all employees (vt-employee) need to access online Form B. Vt-employee would include vt-employee-wage, as well as other employee categories.)

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New Student Affiliation

A student will only be assigned vt-student-new-admit once PER PROGRAM. So, if, for instance, a student had been here previously as an undergraduate and came back as a graduate student, they would be assigned vt-student-new-admit for the new program (graduate) when they returned. But, if they came back as an undergraduate again, they would not be assigned vt-student-new-admit again.

It is also worth noting that Masters and Doctorate are considered to be two different programs. So, a student could be assigned vt-student-new-admit when they entered the master's program and again when they entered the doctoral program. 

vt-student-new-admit: An individual will retain this affiliation from the time they are admitted into an undergraduate, graduate, or professional program at Virginia Tech, through the beginning of the semester for which they are admitted. Once that semester starts, they lose this affiliation if they are enrolled in classes or, if not enrolled, on the 15th day of semester, whichever comes first. Note that if a person signs up for classes in advance of that term, they will also be vt-student-future until the admit term arrives. 

vt-student-new-admit is useful for two purposes. First, some services wish to engage newly admitted students as soon as possible, so this affiliation can be useful for authorization decisions. Second, vt-student-new-admit provides a means of using affiliations to distinguish between (a) individuals who have a student record but have not enrolled for a long time and (b) individuals who have yet to enroll for their first course. Both of these cases will have vt-student because a student record is in the electronic system, yet their roles are very different. Therefore, “vt-student but NOT vt-student-new-admit” (and in the absence of vt-student-enrolled/recent/future) is a useful tool in deprovisioning services from former students.

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Lifecycle of vt-student-new-admit

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List of Affiliations

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Virginia College of Osteopathic Medicine (VCOM) Affiliations

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Virginia Tech Carilion (VTC) Affiliations

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Affiliation Hierarchy

Some Virginia Tech affiliations effectively roll up to more general affiliations. The most general being VT-ACTIVE-MEMBER, and less general being VT-EMPLOYEE or VT-STUDENT-ENROLLED. The image below displays the affiliation hierarchy at Virginia Tech.
Image of the above instructions

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