To streamline the hiring process for Affiliates (formerly Contingent Workers), employees can now submit these requests on their own and have it approved by their supervisors.
Getting to the Form
To find the form for hiring (or rehiring) an Affiliate, open your web browser of choice and go to the TCNJ Identity Manager at tims.tcnj.edu to sign in.
Once signed in, make sure you are on the "Application" tab
And then select the panel for "Request Access"
Where you can then choose to "Create Affiliate Account"
Filling out the Form
The form will first define for you what an Affiliate is and their relation to FERPA.
Once you have read and understand the responsibilities this entails, scroll down and read the "IMPORTANT!" section that will explain the rest of the process, including the approval process, the access they will gain, and the situations for when this form SHOULD NOT be used.
After reading through the IMPORTANT! section, scroll down to "Account Information" where you will generate the Affiliate's username and initial password.
- Enter in the Affiliate's first and last name
- Click "Generate Username" and a new username with the format AF_______ will be created
- Copy down the username and initially generated password before proceeding
Note: If you are submitting an alumni as an Affiliate so they can temporarily retain access to TCNJ systems for purposes such as projects or research, they will need to use this newly generated account for that access, it will not apply to their alumni account.
The next section will ask you for some identification information for the Affiliate. As it states, this information is not required, but if they need to reset a forgotten password, this will allow them to do so over the phone with the Help Desk.
After you may or may not have filled out the identification information, you will need to enter in job information for their position.
If you are requesting this access for an alumni, under the circumstances noted earlier, you can indicate that in the "Contract or Grant number" field if there is none.
The next two section work together by filling out one field:
- "Employer" in this case means the full time employee that will be the manager of the Affiliate
- Once you select the employer, these fields will populate with their information automatically
- The "Approver" field will also automatically populate with the manager of the employer. This person will receive an email and request to approve the Affiliate in their TIMS account
Finally, check the boxes in the "Access Requested" section to indicate what they will need for their position.
Note: the "Computer login/printing/VPN option will also cover most other systems like the library databases and Qualtrics.
If the Affiliate will require card swipe access/changes Access Control requires the supervisor to submit a form. The form can be found on the Access Control website https://accesscontrol.tcnj.edu/privileges/ with some additional instructions on filling it out.
Once you hit submit, the listed employer will receive an email confirming your request has gone through:
Subject: Your Affiliate Request
From: tims@tcnj.edu
Body:
Hello -EMPLOYER-,
Your request to create a new account for -AFFILIATE- has been sent to -APPROVER- for approval.
You will receive an email with the approval results after -APPROVER- has completed their task.
Approving the Affiliate
At the same time that the Employer receives their confirmation email, the Approver will also receive one letting them know they have a task to complete:
Subject: TCNJ New Affiliate Provisioning Request
From: tims@tcnj.edu
Body:
Hello -APPROVER-,
A request for a new Affiliate account has been submitted and requires your approval.
-EMPLOYER- has requested a new Affiliate (contingent worker) account for -AFFILIATE-.
You can review this request at https://tims.tcnj.edu/idmdash/#/tasks. You will need to approve or deny this request to complete this process.
The Approver can then click the link provided and it will automatically bring them to the "Tasks" section of their TIMS account once they log in and they will be able to review and either approve or deny the request.
Once the request has been approved, the Employer will receive this final email
Subject: Affiliate Provisioning Completed
From: tims@tcnj.edu
Body:
Hello -EMPLOYER-
-APPROVER- has Approved your Affiliate account request for -AFFILIATE.
Request name: Create Affiliate account
Submitted by: -EMPLOYER-
Submitted on: Day MM DD TI:ME EDT YYYY
Request id: 233jgjhvjh4634mk2345hv235