TWU University Affiliate Onboarding & Approval Process

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 Affiliate Onboarding Form
  2. Enter the following details: 
    • Affiliate Email  
    • Affiliate Name 
  3. Click Submit 

Submitting the form creates a request link and notifies the affiliate and supervisor.  

II. Affiliate Completes the Form 

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

  1. Affiliate enters following 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)  
    • Non-TWU 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 of a new onboarding request for review and completion.  

  1. The supervisor will enter additional details: 
    • 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 & Building: (if applicable)  
    • Account Number: (if applicable) 
    • Background Check: Does this individual have proof of a background check that meets URP 04.440 within the last 12 months (Yes/No) 
      • If No: 
        • Name of individual needing background check 
        • TWU Department 
        • TWU Department Contact 
    • Is this a project or Service Contract?  (Project, Service Contract, not a Contract (e.g. Volunteer, Intern etc.) 
    • Will this individual require ID access? (Yes/No) 
    • Will this individual require a portal account? (Yes/No) 
    • Select Chair/Dept Head for Approval 
    • Is this affiliate working in one of our colleges, e.g. College of Business? (Yes/No) 
    • If Yes: Select Dean for Approval: This is required if Academic Affiliate is selected
  2. Click Submit for approval

The system sends a notification to the next approver. 

IV. Human Resources Review (HR use only) 

The HR Recruitment team receives notification of a background check request initiated for review/completion, if ‘No’ is answered for question: “Does this individual have proof of a background check that meets URP 04.440 within the last 12 months” 

  1. The Recruitment team reviews the request and completes the background check information when ‘No’ is selected 
    • Background Check Result (Pass/ Fail) 
  2. Background Check Outcomes 
    • Pass Selected 
      • Approve and Return to Supervisor  
      • Selecting Approve advances the workflow to the Chair/Department Head and sends a notification 
      • Selecting Return to Supervisor routes the request back to the Supervisor with a notification
    • Fail Selected 
      • Only the Return to Supervisor button is enabled
      • Comments are required to document the reason for failure 
      • The request is returned to the Supervisor with a notification
    • No Option Selected 
      • Only the Return to Supervisor button is enabled
      • Comments are required to explain why the request is being returned
      • This option allows HR to request clarification or additional information (e.g., incorrect or missing account number) 
      • The request is returned to the Supervisor with a notification 
  3. If approved, the request moves to processing

V. Criminal Background Checks Required for University Affiliates and Contractors 

Texas Woman's University Regulation and Procure URP: 04.440 requires that a Criminal Background Check must be conducted for all University Affiliates who will not be continuously escorted or accompanied by a TWU employee or another individual associated with TWU for whom a criminal background check meeting these requirements has been completed. Criminal Background Checks for University. Affiliates much be conducted annually. University Affiliates must notify their immediate supervisor and TWU point of contact of any arrest, indictment, conviction, or other adjudication for any felony or offense of moral turpitude (including offenses involving dishonesty, fraud, deceit, theft, misrepresentation, deliberate violence) no later than five (5) business days after such arrest, indictment, conviction, or other adjudication.   

The TWU department responsible for bringing the University Affiliate to campus is responsible for ensuring that Criminal Background Checks are conducted per this policy.  

VI. Chair/Department Head Review 

The Chair/Department 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
    • Deny: Sends back to the Supervisor to notify them of the denial

The system sends a notification to the next approver if approval, or to the Supervisor if the request is returned or denied.  

VII. Dean Review (Academic Affiliates Only) 

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

  1. The Dean can: 
    • Approve: Moves request to the next approver
    • Return with Comments: Sends the request back to the Supervisor
    • Deny: Sends the request back to the Supervisor to notify them of the denial

The system sends a notification to the next approver if approved, or to the Supervisor if the request is returned or denied.  

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.

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