TWU University Affiliate Onboarding & Approval Process2

The TWU Affiliate form grants affiliate personnel or pre-employment individuals access to TWU services and resources. 

I. Supervisor Initiates a New Request

  1. Click the University Affiliate Onboarding link to open the form.
  2. Enter the following details:
    • Affiliate Email 
    • Affiliate Name
  3. Click Submit.

The system generates a request link and sends a notification to both the supervisor and the affiliate.

II. Affiliate Completes the Form

The Affiliate receives an email with a link to complete the form.

  1. The affiliate enters the required details:
    • First Name & Last Name
    • Date of Birth
    • Social Security Number (International affiliates should enter 999-99-9999)
    • Non-TWU Email (must match the email used in the notification) & Telephone Number
    • TWU Supervisor’s Email
  2. Agree to the terms of access to University resources.
  3. Click Submit.

A confirmation email is sent to the affiliate and the supervisor.

III. Supervisor Reviews & Completes the Form

The Supervisor receives a notification to review the request.

  1. The supervisor will enter additional details:
    • Choose Affiliate Type (Contractors and Vendors, Employee of a Governmental Agency, Employee of a TWU-Affiliated Institution, Pre-Employment Individual, Other)
    • Campus Location (Denton, Dallas-IHS, Houston-IHS, Other)
    • Room Number (if applicable)
    • Account Number (if applicable)
    • Effective Date (Start-End)
    • Will this individual require a background check? (Yes/No)
    • Select Chair/Dept Head for Approval
    • If applicable, indicate if the affiliate is working in an academic college.
    • If academic, select the Dean for Approval from the dropdown list
    • Add Comments (if any)
  2. Click Submit for approval.

IV. Chair/Department Head Review

The Chair/Dept Head receives a notification to review the request.

  1. The Chair/Dept Head can: 
    • Approve → Moves request to the next approver.
    • Return with Comments → Sends back to the Supervisor for modifications.

V. Dean Review (Academic Affiliates Only)

If the affiliate is in an academic college, the Dean receives a notification.

  1. The Dean can:
    • Approve → Moves request to the next approver.
    • Return with Comments → Sends back to the Supervisor.

VI. Human Resources Review

Human Resources receives a notification for final review. Click View SSN checkbox (HR use only) to hide Social Security Number.

  1. HR can:
    • Approve
    • Approve with Conditions (Requires additional conditions to be noted)
    • Deny (Requires explanation in comments field)

If approved, the request moves to processing.

VII. Human Resources Processing & Completion

 Human Resources reviews the request. 

  • Human Resources enters the affiliate information into Oracle HCM.
  • The request is marked Complete.
  • The system sends a final confirmation notification to the Affiliate, Supervisor, and Human Resources.

Support

Contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, submit a request through the Technology Service Catalog, or submit a request by clicking Request Service on this page.

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