Requesting an Associate
Third-party users, including consultants, vendors, and other business arrangements where the University has an ongoing relationship with the third party, may require access to the University's network or physical access to campus facilities in order perform functions of the University's operations. These third-party users are designated as Associates at TCU.
In order for an Associate to obtain the necessary access to complete identified functions and tasks for the University, the individual is required to have a Sponsor. The Sponsor is required to submit a request for access to Human Resources.
Submitting a Request
The Sponsor is responsible for submitting the online Associate Request Form. This form is accessible to Department Managers (or their Delegate) in myTCU. For questions on how to establish Delegate access, please email hrtech@tcu.edu.
- Log on to myTCU
- Click on the Technology icon
- Select Associate Request Form
Follow the instructions on the form and submit the request. The Human Resources Talent Acquisition team will begin the review and setup process upon receipt. Following completion of this initial review, the Human Resources Talent Acquisition team will contact the prospective Associate, informing of the required background check.
Responsibilities for the Sponsor of an Associate
As a Sponsor of an Associate, you must understand the associated responsibilities:
Request for Set-up and Access
Sponsor shall complete and submit the online Associate Request Form available in myTCU.
The Sponsor must indicate which types of access the Associate will need in order to
complete the identified functions and tasks.
Background Check
All Associates, except those in the TCU/Non-TCU Student type, are required to undergo
a background check. This process is initiated by Human Resources Talent Acquisition
upon receipt of an Associate Request Form. The Sponsor’s department is responsible
for any costs associated with the background check.
Training
Once approved, the Sponsor shall inform the Associate of the requirement to complete
the online compliance training as assigned by the Office of Compliance. The Associate
must have a TCU account and TCU email address in order to receive the required online
training. The Associate will receive an auto-generated email when the required training
is assigned and it will be assigned based on function, tasks and access.
If the Associate will be involved in research, additional training is required. The Sponsor shall contact the Office of Research (research@tcu.edu) prior to permitting the Associate to perform any tasks.
If the Associate will be working with minors, additional training is required. The Sponsor must contact the Office of Compliance (askcompliance@tcu.edu) prior to permitting the Associate to perform any tasks.
Reporting
The Sponsor is responsible for managing and monitoring the Associate’s access on an
ongoing basis. The Sponsor is required to report any incidents of misconduct and violation
of regulation or University policy.
Renewal or Termination
The Sponsor is responsible for the renewal and/or termination of Associate access.
The Sponsor must ensure all access on the Associate’s account is removed upon expiration
and/or termination.
Additional Off-Boarding Requirements
The Sponsor shall retrieve the following items provided to the Associate (if applicable):
- TCU ID card
- Keys
- University equipment and supplies
Definitions
| Associate Type | Definition/Use |
| Unpaid Associate | Use this type if the individual does not meet one of the designations listed below. |
| TCU/Non-TCU Student |
Use this type for students attending a course(s) at TCU; however enrolled in the course
via their home institution. |
| Clinical Associate | Use this type for Nursing Clinical personnel. |
| Instructional Associate | Use this type for selected individuals within the Burnett School of Medicine and in Aerospace Studies and Military Science. |
| Pre-Faculty Associate | Use this type for new faculty hires granted access to TCU email and systems prior to their appointment start date. |
| Pre-Staff Associate | Use this type for new staff hires granted access to TCU email and systems prior to their appointment start date. |
| Emeritus | Use this type for faculty members awarded emeritus status |