New external Health affiliate onboarding process coming soon

Effective May 13, 2025, UC Davis Health Information Technology will implement the new Non-Employee Risk Management (NERM) program to manage the process for onboarding external Health affiliate identities (such as UCD Campus employees/students, contractors, consultants, and vendors).

This change provides best practice for external affiliate identity verification and validation, which improves our cybersecurity posture.

As of May 13, the current process of ordering system access at the same time as onboarding the external affiliate in IT Self Service will be separated. An external affiliate’s identity must first be fully onboarded and active in NERM before the individual becomes available in the IT Service Catalog to order system access. This is like UCPath for career employees, where an employee is not available in the IT Service Catalog until they are active in UCPath.

What to expect?

The NERM program will go live on Tuesday, May 13, 2025.

• All new or returning external Health affiliates will need to be onboarded through this new program.
• At go-live, current active external affiliates will be imported into NERM. They do not need to be re-onboarded.
• External affiliates must be onboarded first in NERM before they will be available to order access in the IT Self Service Catalog.
• All external identity lifecycle activities (New/Rehire, Renewals, Transfers, Terminations) as well as assignment information (Vendor/Organization info, Health sponsor and sponsoring department, title, and start/end dates) will be managed in NERM.

The process will link you to an external site. The following are the high-level steps for onboarding an external affiliate:

1. Requestor: Submit a New Onboard Request
2. Approver: Approve request
3. External Affiliate: Receive and process email to complete identity verification (if necessary)
4. External Affiliate is active in NERM.
5. A notification is sent when the external affiliate is available in IT Self Service to order access.

More information will be provided soon to include training options, an end-user guide for how to onboard and manage external affiliates in NERM, as well as a link to the NERM website.