Associated Persons -
How to Register an Individual
Registering a New Associated Person
Each associated person must be registered in your department/unit to ensure appropriate access to University resources / services. Even if the individual already has a relationship in another department/unit, you must still define the relationship the person has with your department. Each relationship must be carefully defined and managed to help reduce risk to the person, department and University.
For all units (other than Affiliated University Colleges), registrations for all new Associated Persons must be requested using the form "Registration of Associated Persons".
Affiliated University Colleges must request using the form "Affiliated Colleges Only- Registration of Affiliated Staff/Faculty and Associated Persons".
The signed and completed form may be faxed to (519) 661-4104, scanned and e-mailed to registering-associatedpersons@uwo.ca or mailed to Human Resources at 5100 - Support Services Building. We will initiate the ID within 7 business days of receiving the completed form and a confirmation will be sent to the individual, care of your department.
Note: For Western faculties, departments/budget units, individuals being paid Non-Continuing Non-Employment Remuneration (NCNER) typically do not require a UserID and therefore are not automatically assigned a UserID and do not have access to University resources and services. Individuals in this situation that require access to University resources will also require an Associated Person registration.
Managing Existing Individuals – Cancel, Extend or Re-New Registrations
Western Human Resources has developed an on-line tool for you to manage individuals who already have been registered as an Associated Person in your department / unit.
Once you have established the initial relationship for the individual, you can subsequently manage any current or new relationships for that person via the HRIS Associated Persons (POI) online application. This application allows the administrator for your department to automatically perform the following functions:
- Cancel / End a current relationship – typically used to end a relationship when the individual leaves earlier than originally expected.
- Extend an end date – typically used to extend the relationship when the individual is staying a bit longer then originally expected. Most relationship types can be setup for a maximum period of 1 year. The extension of this relationship must not go beyond the maximum length allowed; otherwise a renewal transaction must be submitted.
- Renew a relationship - Enter a new registration period for an existing POI – can be a current or future relationship.
Access to this application for Western faculties, departments/budget units can be assigned by the designated individual in your unit who has granting authority to HR Transactions.
Access for an employee of an Affiliated University Colleges and Approved Affiliated Organizations, please contact HRCC.
Administrative Reports for Management of Associated Persons
Western Human resources has developed two new reports in the HR system that will allow you to report on these relationships. One report will list all currently active Associated Persons; the other report will list all relationships that will be expiring within a specified time period.
Access to these reports for Western faculties, departments/budget units can be assigned by the designated individual in your unit who has granting authority to HR Transactions.
Access for an employee of an Affiliated University Colleges and Approved Affiliated Organizations, please contact HRCC.
Who can register an Associated Person at Western?
All registrations of Associated Persons must be approved by the Administrative Officer designated in your department/unit who is responsible for the management/approval of these registrations.
If you are not sure who is responsible, please contact your department/unit
HR Administrative officer.
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