TWU University Affiliate Onboarding & Approval Process

Individuals such as contractors and other University Affiliates may be eligible for TWU Portal usernames.

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 (HR use only)

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.

---

VIII. 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. This can be accomplished by submitting this Google form to request the background check.  The Google form will automatically route to the Office of 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.